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Abstract Submission

Annual Meeting Online Submission (AMOS) System Instructions

Welcome to the 2013 AAPM Spring Clinical Meeting Abstract Submission System

Abstract submission for the 2013 AAPM Spring Clinical 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. With a general understanding, your submission should be successful.

Deadline Date: Tuesday, January 8 (5:00 PM EASTERN)

There will be NO EXTENSION OF THIS DEADLINE.
Authors must submit their abstracts by January 8 at 5:00 PM EASTERN to be considered for review.

 

General Rules

Abstract Submission for the 2013 AAPM Spring Clinical Meeting is a 100% web based process:

  • Proffered Abstracts should be original work not previously presented or submitted to any other conference, UNLESS specific permission has been granted by the Program Committee.
  • Abstracts failing to meet the requirements detailed herein may be rejected. See detailed information below for additional instructions.

Submission Details and Authors

  • Complete all information regarding the Abstract submission and contributing authors: Title, Contributing Author Information, and Program Byline (Author Information, Institutions, Acknowledgements/Agreements, etc.).
  • Funding sources, financial disclosures, and conflicts of interest should be listed in the designated field. The information provided should encompass all funding sources supporting the research and disclosures / conflicts of interest pertaining to any or all persons on the author list.

Young Investigator Symposium

This symposium is an opportunity for young investigators (defined below) to submit an abstract for the competition. Clinical projects or research are welcome. Highest scored Young Investigator submissions, i.e. the finalists, as determined by the abstract reviewers will be selected for presentation in a special symposium on Monday, March 18, 10:00 AM - 12:00 PM.

A Young Investigator is defined as at the time of abstract submission a Candidate for the award must be no more than two years post-graduate and, if post-graduate, must be in a medical physics residency program or a medical physics related postdoctoral fellowship.

  • Select the submission type: Young Investigator Symposium
  • Select the subject category: Young Investigator
  • Select Oral presentation mode
  • Submit a Structured Abstract as described in the Instructions to Authors
  • Submit a Supporting Document, which is MANDATORY, and must not exceed 2 pages in length.

Only one first author submission from each Young Investigator can be submitted for consideration for the Young Investigator Symposium.

FINALISTS are identified on January 18, at which time the Finalists will be contacted with further instructions. Contact Laurie Allen at AAPM HQ with any questions regarding the Young Investigator Symposium.

A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization/presentation of the material.

All abstracts submitted to the Young Investigator Symposium that are NOT selected for the competition, will be considered for the Best Poster Competition.

Best Poster Competition

NEW this year for the spring meeting, abstracts may be submitted for a poster presentation. The emphasis of the work must be clinical to reflect the overall focus of the Spring Clinical Meeting. The AAPM will conduct a Best Poster Competition!  A panel of judges will score poster displays according to criteria that includes clinical relevance, originality, and organization/presentation of the material.  A ribbon will be placed on the winning poster display.

  • Select the submission type: Best Poster Competition
  • Select the subject category: Best Poster
  • Select Poster presentation mode
  • Submit a Structured Abstract as described in the Instructions to Authors
  • Submit a Supporting Document, which is MANDATORY, and must not exceed 2 pages in length.

Abstract Submission Policy

  • An individual can present ONLY ONE first-authored presentation at the meeting, although the individual's name may appear on more than two Abstracts.
  • If a presenter has submitted several Abstracts for presentation as first author, the highest-scoring Abstract will be selected, and the other(s) will be rejected.

Before Submitting Your Abstract and Support Document

  • Gather each Author's full name and email address.
  • Gather each Author's institution name and full address.
  • The Abstract text is limited to 300 words.
  • The Abstract text should contain text only and does not support symbols or equations.
  • Support Documents:
    • Is mandatory and limited to 2 pages.
    • The Support Document must be submitted as a PDF file.
    • Should contain Title but no author names or affiliations.
    • May contain graphs, figures, equations, tables and images.
    • Preferred format is illustrated in the Sample Support Document.
  • Identify sources of funding, financial disclosures, and conflicts of interest in the submission field entitled "Funding Support, Disclosures, and Conflict of Interest." This information is entered once for the entire abstract and should list funding sources pertinent to the research and encompass disclosures and conflicts of interest pertinent to all authors.

Abstract Formatting Guidelines

Adhere to the following when preparing your Abstract. The abstract text MUST be structured as follows:

  • Purpose:
  • Methods:
  • Results:
  • Conclusion:

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

  • Review the Sample Abstract and Support Document before preparing your submission.
  • Abstracts must not exceed 300 words.
  • Enter Abstract text directly in the designated field on the website. If you Copy/Paste from word processing software, be sure to proofread integrity of the text. Symbols and equations are not supported.
  • DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.

Abstract Review Criteria

The following criteria will be used in determining the abstract score for submission's acceptance: Significance, Originality, and Practicality. If a supporting document is included, it will be used as additional information in determining the score. Depending on the score and the author's preferences, the abstract may be accepted or be rejected.

Accessing the Submission System

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

  • If you have not submitted an abstract for this meeting, enter your email address and press ”submit”.  Enter your First and Last Name and press “send it!” to have the system email you a temporary Username and Password.
  • If you have forgotten your assigned Abstract Submission System Username or Password, enter your email address and press “submit” to have the system email the information.
  • Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.

Personal Homepage

What information is available to me on the homepage?

  • This page will have your address information, and information on any submissions that you create or that have been submitted on your behalf.
  • The type of submission is shown next to the Title (ie.Young Investigator Symposium, Best Poster Competition).
  • The status of each submission is shown (ie. Incomplete or Complete).

What can I do from my homepage?

  • You may edit your personal information at any time including your username and password.
  • If submission is open, you may create a new submission.
  • You may edit any submissions where you are listed as the Corresponding Author.  
  • For submissions where you are listed as a Presenting or Contributing Author only, you will be able to view, but not edit the submission.

How do I create a new submission?

  • Next to the meeting name, there is a link to "create new submission", click this link to begin the submission process.
  • The steps for submitting an abstract are outlined in the next tab.

Instructions to Authors

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.

Expand All Steps | Collapse All Steps

Identify the submission as one of the following:

  • Young Investigator Symposium
  • Best Poster Competition

Young Investigator Symposium

This symposium is an opportunity for young investigators (defined below) to submit an abstract for the competition. Clinical projects or research are welcome. Highest scored Young Investigator submissions, i.e. the finalists, as determined by the abstract reviewers will be selected for presentation in a special symposium on Monday, March 18, 10:00 AM - 12:00 PM.

A Young Investigator is defined as at the time of abstract submission a Candidate for the award must be no more than two years post-graduate and, if post-graduate, must be in a medical physics residency program or a medical physics related postdoctoral fellowship.

  • Select the submission type: Young Investigator Symposium
  • Select the subject category: Young Investigator
  • Select Oral presentation mode
  • Submit a Structured Abstract as described in the Instructions to Authors
  • Submit a Supporting Document, which is MANDATORY, and must not exceed 2 pages in length.

Only one first author submission from each Young Investigator can be submitted for consideration for the Young Investigator Symposium.

FINALISTS are identified on January 18, at which time the Finalists will be contacted with further instructions. Contact Laurie Allen at AAPM HQ with any questions regarding the Young Investigator Symposium.

A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization/presentation of the material.

All abstracts submitted to the Young Investigator Symposium that are NOT selected for the competition, will be considered for the Best Poster Competition.

Best Poster Competition

NEW this year for the spring meeting, abstracts may be submitted for a poster presentation. The emphasis of the work must be clinical to reflect the overall focus of the Spring Clinical Meeting. The AAPM will conduct a Best Poster Competition! A panel of judges will score poster displays according to criteria that includes clinical relevance, originality, and organization/presentation of the material. A ribbon will be placed on the winning poster display.

  • Select the submission type: Best Poster Competition
  • Select the subject category: Best Poster
  • Select Poster presentation mode
  • Submit a Structured Abstract as described in the Instructions to Authors
  • Submit a Supporting Document, which is MANDATORY, and must not exceed 2 pages in length.

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>

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 Step 4).

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 Step 3 so it is IMPORTANT you review the content with each change made.

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:

    Byline Example

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."

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.

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."

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."

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
  • E-mail
  • 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.

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.'

Review the Sample Abstract before preparing your submission.

The Abstract text MUST be structured as follows:

  • Purpose:
  • Methods:
  • Results:
  • Conclusion:

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

  • Abstracts must not exceed 300 words.
  • Enter Abstract text directly in the designated field on the website. If you Copy/Paste from word processing software, be sure to proofread integrity of the text. Symbols and equations are not supported.
  • DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.
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 .

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.