Abstracts

Please read the instructions below regarding submission of abstracts

GUIDELINES FOR SUBMISSION

GUIDELINES FOR ABSTRACTS

Abstracts for oral and poster presentations must be written in English and approximately 300 words long.

CASE REPORT/CASE SERIES: Structured abstracts for case reports and case series must include the following abstract headings: Clinical Presentation; Differential Diagnosis; Diagnosis and Management; and Conclusion. The “Clinical Presentation” should describe the clinical and imaging characteristics of the lesion. The “Differential Diagnosis” should list and discuss lesions to be considered as reasonable diagnostic possibilities. The “Diagnosis and Management” should describe the histopathologic findings and the treatment of the patient and response to treatment. And the “Conclusion” should concentrate on the most interesting aspects of the case.

RESEARCH: Structured abstracts for research must include the following abstract headings: Objective; Study Design; Results; and Conclusion. The “Objective” should reflect the purpose of the study, that is, the hypothesis that is being tested. The “Study Design” should include a concise description of the experimental design, and materials and methods. The “Results” should include the outcome of the study and statistical significance if appropriate. And the “Conclusion” should state the significance of the results.

No figures, photos or illustrations are allowed in the abstract. Upon submission, applicants will receive an electronic confirmation that their abstract has been received. Changes to the abstract can be made until the deadline date. Unfinished abstracts will be automatically withdrawn.

Residents, who are the presenting authors, must indicate whether or not they would like their abstract included in the judged competition.

Selections for presentation are made by the Research and Technology Committee and Awards Committee based on the scientific merit and the quality of the writing. Notification regarding the abstract’s acceptance will be sent electronically.

Abstracts will appear in the final program exactly as submitted. Please follow the directions carefully. Abstracts for oral and poster presentations may be published in the online pages of the OOOO Journal and become part of the scientific literature. Therefore, the material presented must not have been published previously.

Abstracts may be rejected for the following reasons:

  • The abstract is incomplete or poorly organized
  • Information is missing (objective, methods, results – data and statistical analysis, conclusions)
  • The subject is not significant
  • The abstract is not original or was already presented, or published
  • The method of obtaining data is not appropriate to the stated problem
  • The conclusions are not supported by the results
  • There are spelling, grammar or syntax errors

GUIDELINES FOR ORAL PRESENTATIONS

A limited number of submissions will be accepted for oral presentation and the remainder of those accepted will be presented using a poster format. The Committees will determine the presentation format for each paper and notify the authors accordingly. To help with the process, you will need to indicate your preference by checking the appropriate category: Oral or Poster Presentation. Because of time constraints, it may not be possible to accommodate all requests for oral presentation. If your abstract is accepted for an Oral Presentation, it MUST be presented in a digital (PowerPoint) format. The presenter may withdraw the abstract if the requested mode of presentation has not been granted.

The participant, when notified of acceptance of the abstract for presentation at the annual meeting, will receive instructions on how to upload their oral presentation and agrees to submit their final PowerPoint presentation no later than the established deadline as stated in the instructions. The presenter, by submission of the abstract, accepts the deadline and acknowledges responsibility for correctness and completeness of the PowerPoint presentation at time of submission. Failure to meet the deadline and formatting requirements may result in removal of the abstract and oral presentation from the program.

For further information or to clarify the information you have read, please contact email: mina.mahdian@stonybrookmedicine.edu

SUBMISSION PROCESS

  1. Please read through each step carefully and complete the information required.
  2. Primary authors will be required to create an account at https://aaomr2022.exordo.com. Once a new account is created, you will need to use this login information to get back to an abstract that you began but never finished, to add more submissions, to review your submissions, and to upload your presentation upon acceptance.
  3. You may copy and paste your abstract information in the process.  You will NOT be able to upload a pdf document.
  4. As the primary author, you are responsible for making sure that ALL additional authors listed on the abstract do not have any conflicts of interest or disclose at the time of the submission if there are any conflicts of interest.
  5. Write your abstract by CAREFULLY following the Guidelines for Abstract (failure to follow the instructions will result in rejection of the abstract).
  6. Due to a limited number of oral presentations available, AAOMR reserves the right to assign requested oral presentations to poster presentations.
  7. Submit your abstract electronically before June 3, 2022.
  8. All correspondence will be sent to the submitting author. 
  9. Authors will be notified of the status of their abstracts via e-mail by July 1, 2022. If your abstract is accepted, this email will include the title of the accepted abstract, as well as the date and time of presentation.
  10. Setup and Tear down times are posted on the Annual Session schedule of events.  Poster boards will be 4′ wide x 8′ high.

REVIEW RUBRIC

Technical Merit: Is the evaluation methodology appropriate? Does the data seem accurate? Are there any concerning flaws?

·        Unacceptable: Submission has serious errors in approach that invalidate the results, or clearly erroneous data.
·        Poor: Methodology is unclear, data may have major errors (but unclear), questionable assumptions.
·        Acceptable: Only minor flaws in method/data.
·        Good: Seems technically sound.
·        Excellent: Exceptionally thorough/accurate in methodology and results.

Readability: How easy is it to understand the submission? Factors that can affect readability include writing style, grammar, spelling, inappropriate submission length, or improper format.

·        Unacceptable: Grammar, spelling, or organizational errors prevent the reader from understanding the submission, to the point where the content cannot be evaluated.

·        Poor: Submission can be understood with difficulty either due to writing quality or denseness of material, but is not of sufficient quality for publication.

·        Acceptable: Minor grammatical/spelling errors, organization could be improved slightly.
·        Good: Few grammatical/spelling errors; organization also good. Length appropriate to content.
·        Excellent: The manuscript is artfully written and easily understood.

Originality: Will attendees learn something that they didn’t already know from this submission?

Not at all Original: This particular work has already been sufficiently addressed by the community.

Low Originality: This work presents a small incremental improvement over existing published work.

Minor Improvement: The same problem has been examined before, but this presentation presents a new approach or data that has not yet been presented.

Major Improvement: This work represents a significant expansion of a previously-investigated topic.

New/novel: This is a new topic in this area; a dramatically different methodology, tool, or approach; or presents (valid) data dramatically challenging current assumptions.

SUBSTITUTE PRESENTERS

  • If the presenting author is unable to attend the Annual Session in person, they may make a request to authorize a substitute presenter.
  • Requests for approval of substitute presenters must be submitted to the Councilor for Public Policy and Scientific Affairs. The substitute presenter must also confirm their willingness and availability to present, if approved. The requests must be submitted in writing via email or other mechanisms as defined by the AAOMR.
  • Substitute presenter approval requests will only be considered in cases of illness or personal circumstances, family emergency, and inability to obtain a visa.
  • Substitute presenters:
    • Must be a co-author listed on the abstract at the time of submission
    • Must be qualified to present and discuss all aspects of the abstract, as determined by the AAOMR.
    • Must be registered for the meeting.
  • A presenter can only present one poster at the Annual Session. One author can submit multiple posters as long as another member of the research team is the presenter. If the abstract is under consideration for an AAOMR poster award, request for a substitute presenter will automatically disqualify the abstract from consideration for that award.
  • Abstracts submitted as terms of the Charles Morris Award or Rollins Award are not eligible for presentation by substitute presenters.

 

SUBMISSION WITHDRAWAL

  • Presenters may choose to withdraw an abstract at any time. The presenting author must submit this request in writing (via email) to the Councilor for Public Policy and Scientific Affairs. The communication must include the full name of the presenter, abstract ID#, and the reason for withdrawal.
  • Registered presenters (or substitute presenters) who withdraw their abstract less than one month before the Annual Session will incur a $100 poster cancellation administrative charge, deducted from a refund of the registration fees. This administrative fee will be in addition to other administrative cancellation charges as approved by current AAOMR policies or EC decisions.
  • An abstract will be withdrawn if the presenter has not registered for the AAOMR Annual Session by the registration deadline. The presenting author will be ineligible to submit an abstract for the next two AAOMR Annual Sessions.
  • If the presenter fails to display their poster and present during the allocated time, s/he will be ineligible to submit an abstract for the next scheduled AAOMR Annual Session.
  • If a substitute presenter has been approved, and fails to display their poster and present during the allocated time, both the First Author and the substitute presenter will be ineligible to submit an abstract for the next scheduled AAOMR Annual Session.
  • The AAOMR at its discretion may choose to withdraw an abstract that has been accepted for publication. Reasons for such administrative withdrawal include, but are not limited to information regarding the veracity of the information provided, data falsification, plagiarism etc. On receipt of relevant information, the Councilor for Public Policy and Scientific Affairs will initiate a review, in consultation with the AAOMR President.