Abstract submission for this specialty meeting is a 100% web-based process. Understanding how the system works, what the requirements are, and what information is needed will assist you in completing a successful submission.
Please take a few minutes to review the information below in its entirety prior to beginning.
General Rules and Guidelines
1. Proffered abstracts should be original work not previously presented or submitted to any other conference or published in a journal (work submitted but not accepted for publication, is acceptable).
2. No part of the Abstract, Supporting Document, or Funding Disclosure should contain identifying information such as title, author names, affiliations, institutions, etc. Submissions with such information may be rejected without review.
3. To submit an abstract, you are not required to be a member of AAPM, but must be a current Student, Resident, or Post-Doc to be eligible for consideration.
4. The Abstract is limited to 300 words and should be structured as Purpose, Methods, Results, and Conclusion.
Abstract Review Criteria
Abstracts will be scored on a scale of 1-10 based on the criteria below:
2. Quality of Supporting Data
3. Scientific Rigor
5. Potential Significance
6. Interest to Researchers
Selection & Participation
Selected Abstracts will be assigned to either Oral (max. 6) or ePoster:
Oral – Featured in Program Outline, including name and talk title; 10-minute presentation given in-person on April 29, 2022.
ePoster – Digital poster available to all attendees via virtual meeting platform during/after meeting.
Disposition notifications will be sent by Wednesday, April 6, 2022.
PLEASE NOTE: REGISTRATION WILL BE REQUIRED IN ORDER TO ACCEPT AND PARTICIPATE.
Creating a New Submission
Step 1: Submission Type
Identify the submission as Proffered.
Step 2: Title Entry
Enter the title of the abstract to be submitted.
1. Use sentence case when entering title
2. To enter superscript text put the following tags around the text to be superscripted: <sup>text</sup>
3. To enter subscript text put the following tags around the text to be subscripted: <sub>text</sub>
Step 3: Select Subject Category
Select the Subject Category that best pertains to your abstract:
Step 4: 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):
1. Select the link to 'add an Author' and search for an individual's last name
2. A list of potential authors will be generated if the 'last name' is in the system.
3. Select the correct contributing author for the submission and indicate if 'presenting' or 'author'.
4. Continue process until all contributing authors have been added.
5. Each submission is allowed only ONE presenting author.
6. 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:
1. Once you have searched for the last name and it does not appear on the generated author list, please follow the automated system instructions to complete an online form to have the author automatically added to our AMS directory. After you have successfully submitted the form, click on the button titled "Click Here to Search Again!" and the author will appear in the generated list.
2. By entering a unique email, each author will have access to the abstract submission content, but ONLY the corresponding author may edit the content.
3. Use proper capitalization when entering a new author.
4. Check your entry as you go as the system does not correct spelling or grammar.
1. 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.
2. 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 7)
Back on the Submission Status Page:
1. The system will have generated a list of contributing authors added to your submission.
2. If any contributing author's names are missing, go back and add the individuals.
3. If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
4. The presenting author's name will be denoted with an asterisk.
5. Any time you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Step 6 and 7 so it is IMPORTANT you review the content with each change made.
Step 5: 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:
1. For a single author, the system will list author's name (first initial, last name), institution, city, and state.
2. 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:
1. The final/correct Byline should list ALL AUTHOR names (first initials, last names) followed by ONE listing of the institution, city, and state.
2. YOU MUST REMOVE all additional listings of institution, city, and state for the byline to be correct.
3. YOU MUST SELECT the check box 'All authors are from the same institution' to proceed back to your status page or you will be forced to add super/sub-script coding, that is not necessary.
4. DO NOT include "USA" or zip codes.
5. DO NOT include departmental information.
6. DO NOT abbreviate institution names.
If authors are from MULTIPLE INSTITUTIONS:
1. The final/correct Byline should list ALL AUTHOR names (first initials, last names) followed by EACH AUTHOR'S institution, city, and state.
2. YOU MUST ADD 'super/sub-script coding' (<sup>1</sup>; <sup>2</sup>,) in order to correlate the correct Author with the correct institution, city, state.
4. DO NOT include "USA" or zip codes.
5. DO NOT include departmental information.
6. DO NOT abbreviate institution names.
**Example Input: 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
**Example 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:
1. 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.
2. If you want the system to regenerate the Byline with the new authors/changes, hit the RESET BUTTON and make appropriate edits as listed above.
3. The RESET BUTTON will always clear and reset to the most current author information.
Step 6: 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 listed on the submitted abstract has contributed to the content of the abstract, been appropriately credited for their contributions to the abstract, and consented to the submission of the said abstract. It is understood that my 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 me and the planning committee.
Step 7: Agreements – Conflict of Interest Agreement Statement
The Corresponding Author must agree to and select the following "Conflict of Interest Agreement" statement button in the submission process: By submission of this abstract, I verify that all potential conflicts of interest for each author have been listed in the abstract.
Step 8: Agreements – AAPM Indemnification Agreement Statement
The Corresponding Author must agree to and select the following "AAPM Indemnification Agreement " statement button in the submission process: By submission of this abstract, I agree that AAPM is not responsible for the content of any presentation, abstract, or any representations made regarding the contents of the presentation or abstract, and that AAPM is not responsible for any representations or omissions made by me or any speaker associated with said abstract or during the course of any presentation.
Step 9: Agreements – Non-Responsibility Agreement Statement
The Corresponding Author must agree to and select the following "Non-Responsibility Agreement" statement button in the submission process: By submission of this abstract, I agree to indemnify and defend AAPM for any claims or disputes asserted by co-authors, AAPM members, and/or third parties, including, but not limited to, defamation and copyright infringement, arising out of or related to the contents of any presentation or abstract and/or the representations and statements made by me or any other speaker associated with said abstract or presentation.
Step 10: Agreements - Distribution of Abstract Agreement Statement
The corresponding author must agree to and select the following "Distribution of Abstract Agreement" statement button in the submission process: 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. BY SELECTING YES, I verify that I have obtained permission from each author listed on my abstract allowing me to distribute the abstract at the 2022 AAPM Specialty Meeting: Frontiers of Artificial Intelligence in Radiation Oncology and Medical Imaging via the AAPM website, or via any other publication or use that may result from this meeting. I certify that I have fully and accurately credited each author and source of writing that was consulted or used in the creation of my presentation. 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 2022 AAPM Specialty Meeting: Frontiers of Artificial Intelligence in Radiation Oncology and Medical Imaging for educational purposes from the appropriate copyright owner(s) and publisher(s). BY SELECTING NO, I verify that I did not obtain permission from each author listed on my abstract and that my use of each listed author’s material constitutes a “fair use” of the material for nonprofit educational purposes, allowing me to distribute the abstract at the 2022 AAPM Specialty Meeting: Frontiers of Artificial Intelligence in Radiation Oncology and Medical Imaging, via the AAPM website, or via any other publication that may result from this meeting. I certify that I have fully and accurately credited each author and source of writing that was consulted or used in the creation of my presentation.
Step 11: Agreements – Presenter Consent to Record and Use Content
As part of the AAPM Meeting, a digital archive of presentations given during the meeting, including streaming audio of the speaker, slides of the presentation, and a still shot photograph of the speaker, to be supplied by the speaker, will be offered as on-demand content. The corresponding author must agree to and select the following "Presenter Consent to Record and Use Content" in the submission process:I, the Presenter, hereby grant AAPM and its authorized agents the right to record all materials and presentations submitted or made by me in connection with the meeting and grant AAPM and its authorized agents a nonexclusive right to use, reproduce and/or distribute any materials and/or presentations in whole or in part. I acknowledge that any digitally reproduced recordings of my remarks in no way infringe on my own rights, as the Presenter, to later reproduce the material in either audio, video, or other digital format and by signing this consent I am not relinquishing my copyright to this material. I understand that my presentation will be digitally reproduced in its entirety as presented. I further understand and agree that no sum of money shall be due to me for execution of this consent agreement and that AAPM shall not be obligated to pay me or any third party any sum whatsoever, regardless of the time or method of any future use of the digitally captured materials. YES: I consent to having my presentation captured and published in any medium and grant AAPM the right to distribute and make derivative works. NOTE: CONSENT REQUIRED FOR SUBMISSION TO BE CONSIDERED.
Step 12: Agreements – Presenter Registration Agreement
The corresponding author must agree to and select the following "Presenter Registration Agreement" in the submission process: By checking this box, I acknowledge that registration is required to participate in the meeting as a speaker or as an ePoster presenter.
Step 13: 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 (unless you are a non-member):
1. First Name
2. Last Name
5. Street Address
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 Supporting Document.
Step 14: 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 to 'create a new submission.'
Step 15: Enter Your Abstract Text and Supporting Document Upload/Rules
Review the Sample Abstract before preparing your submission.
1. The Abstract text MUST be structured as follows (Any abstract that does NOT conform with this structured format will be REJECTED): Purpose,Methods, Results, Conclusion
2. Abstracts must not exceed 300 words.
3. 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.
1. A Supporting Document is RECOMMENDED and limited to 2 pages, using 11-point Arial Font and 1” margins. The Supporting Document should include the title and be limited to a few figures and/or equations with clear, self-explanatory captions. A small number of references may also be included. The Supporting Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
2. Preferred format is illustrated in the Sample Supporting Document.
3. The Supporting Document must be submitted as a PDF format file.
4. Do NOT list authors in the Supporting Document. In support of our blind review policy, there is to be no author information in the Supporting Document nor any information identifying the authors or affiliation.
5. The Supporting Document 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.
Review Submission: Document Status Screen
This shows the status of the documents.
1. By looking at this, the author will be able to see the abstract text that has been added to the system and if the supporting document was received without any problem, there will be a link to the Adobe Acrobat PDF file that was created and ensure there were no errors introduced in conversion.
2. NOTE: If you have previously submitted text and would like to resubmit it for any reason, you may press the "Delete" button. This will 1) notify the system that the abstract text will be resubmitted and 2) all references to previously submitted text will be removed. After resetting, enter the new abstract text 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.