Abstract Submission Instructions

Deadline - June 19, 2008

Questions: kkoziol@ashg.org
Technical Help: hzhang@ashg.org

You must submit an abstract electronically. Abstracts will not be accepted via mail, fax or e-mail.
 

To access the abstract submission form, you must use any browser that is compatible with either Netscape or MS Internet Explorer version 4.0 or above, such as Firefox.

• A free copy of MS Internet Explorer at http://www.microsoft.com/windows/ie/downloads/.

• You may download a free copy of Netscape at http://browser.netscape.com.

• A free copy of Firefox at http://www.mozilla.com.

Since some computer/browser combinations do not support the display of the full variety of special characters often needed for abstract submission, including Greek letters, you may find it necessary to use a different browser or computer. For a successful submission, use the HELP feature for guidance. Be sure to check all your entries thoroughly before pressing the “Submit” button.

After you successfully submit your abstract, you will receive an on-screen confirmation receipt that includes an “Abstract Control Number” and a “Personal ID Number.” Please print this information and keep it for your records. You will need this information when returning to the submission site. NOTE: You will not receive a separate email with this information.

Submitting an Abstract: Below is the step by step process you will go through during your submission

Step 1: First Author Information (must be presenting author)

• The first (presenting) author must not be the first author of another abstract being submitted.

• For security purposes, the first author’s name on a submitted abstract cannot be changed in the revision program. To change the first author name, you must withdraw the abstract and resubmit with the new name. The spelling of the first author's name as it automatically appears may not be changed. For questions, contact Mary Shih via e-mail mshih@ashg.org.

• Please enter the address in upper/lowercase. “Special characters” should not be used in the first author's name or address fields. If applicable, include international dialing codes for phone and fax numbers.

• Address changes you enter will not affect your membership address unless you request such changes to be made a permanent part of your address record by clicking on the checkbox provided.

• The following information is required: First and last names, at least one of the following: institution or street address; city, state and zip code (U.S.A.); country if state is blank; e-mail address.

Step 2: Abstract Topic and Subtopic Selection
 

You will be asked to select 2 (two) topics and subtopics that are most appropriate for your abstract from a drop down list. Both fields are required.
 

Step 3: Abstract Presentation Information
 

You will be asked to select one of the following options:

• Platform

• Poster

• No Preference

This choice indicates to the Program Committee the type of presentation that is preferred by the author. However, final assignment to platform or poster presentation is determined by the Program Committee.
 

Step 4: Keyword Code Selection
 

You will be asked to enter up to five (5) keyword codes in order of preference. Leave blank any fields not used. To view and select codes click on the View Keyword Codes. Enter the keyword # in each box provided, then click “finished” when completed.
 

Step 5: Author Information (Institution/Affiliations)

• Enter each institution name and address only once. For example if all authors are from the same institution you need only listed this once. A maximum of 20 institutions is allowed. The first author’s institution will automatically appear.

• Enter the information using upper/lowercase. Enter each institutional name in the order that you want them to appear in the published version.

• Do not enter special codes for bold, italic, or underline. Use the Special Characters Menu to simplify the entry of “special characters” in institutional and author names.

• Enter all author names in the order they should appear. Enter the author’s initial and last name. The first (presenting author) will be automatically listed in box #1. Maximum 20 authors plus a "group author".

• In the 'Corresponding Institutional Address Numbers' field, enter the institution number (1-20) that corresponds with that author's institution. If an author belongs to more than one institution, use a comma to separate each number (e.g., 1, 3, 5).

Note: If you wish to cite a group or organization as an author of this abstract, enter the organization/group name in the space following author field #20 (e.g., ABC Genetics Group). Names of individual authors should not be entered. This entry will appear in your abstract following the last author's name. A group or organization cannot be cited as the sole (i.e., first/presenting) author on an abstract.

Step 6: Abstract Title

• Begin your title with a capital letter. Use capital letters as required (e.g., Genome-wide linkage analysis using SNP genotyping set; or Evidence of the XYZ mutation found in cancer patients with normal FISH tests). Your entry will automatically conform to a standardized typographic format of bold; do not enter special codes for bold or underline for your title. Also, do not place 'newline' or 'paragraph' html codes in the title; the text will automatically flow to the next line.

• Use the Special Characters II menu to enter Greek letters and symbols, and the Special Effects menu for inserting superscripted or subscripted text. To read more information on html codes click on html Info.

• Note: After creating a special character, letter or symbol, do not be concerned to see text strings enclosed with '<' and '>' or text beginning with '&#' followed by a number and a semicolon. When previewing your abstract, you will see that these are converted to the special characters, letters or symbols you selected.

Step 7: Abstract Text

You are allotted 2,436 characters for your abstract, including title, author and institutional data. The program will not allow submission if the maximum number is exceeded. To determine how many characters have been used, click on "Check Abstract Size." Click on Character Count for an explanation of the method used to determine the abstract size. To view your abstract with all codes translated, click on "Preview Abstract."

• Enter text using upper/lowercase. Do not enter any html codes or spaces for the first-line paragraph indent. Use the special "Paragraph" effect for subsequent paragraph and indentation requirements. To read more information on html codes click on: html info.

• Use the Special Characters menus (for “special characters”, symbols and Greek characters) and the Special Effects Menu (for typographic effects).

• Use the “Add a Table” function in the submission process when uploading a table. To ensure that your table will be presented accurately, fax or email a copy of your table to Krista Koziol at kkoziol@ashg.org or 301-634-7079. Include your abstract control number, personal ID number, name, address and contact information.

• Revising a Table: Unless you are familiar with html coding necessary to make changes in a table, it is recommended that you delete the entire table and create a new one using the "Add a Table" function. To delete an existing table, place your cursor to the left of the "<div>" code in the abstract text box and highlight all text through the "</div>" code. Then press the delete key on your keyboard.

• Place your table anywhere in the text of your abstract by placing an asterisk (*) in the position desired within the abstract text box before you create your table. If no asterisk is used, the table will be placed at the end of the abstract text.

• Graphics and halftones cannot be submitted as part of your abstract.

• Proofread all entries and make final changes before you submit. ASHG Staff will not make corrections to a submitted abstract.

Step 8: Abstract Status

You will be asked to check a box to answer the following two questions. Both questions must be answered.

1. The work outlined in this abstract has/has not been published elsewhere prior to June 19, 2008.

2. The work outlined in this abstract has/has not been accepted prior to June 19, 2008 for future publication

If the abstract has been published or accepted to publication elsewhere, you will be required to give the following information: Name of Publication, Date and Comments.

Step 9: Disclosure Information (for CME and CEU Activity)

The Federation of American Societies for Experimental Biology (FASEB) is accredited by the Accreditation Council for Continuing Medical Education (ACCME) to sponsor continuing medical education for physicians. The National Society of Genetic Counselors (NSGC) is an approved authorized provider of continuing education and training by the International Association for Continuing Education and Training (IACET). The American Society of Human Genetics (ASHG) Meeting has been designated as a CME and CEU Activity. FASEB, NSGC and ASHG are responsible for the content, quality, and scientific integrity of the meeting. To ensure that this CME/CEU activity meets the ACCME/IACET requirements, individuals who are in a position to control the content must disclose relationships with a commercial interest if both (a) the relationship is financial and occurred within the past 12 months and (b) the individual has the opportunity to affect the content of CME/CEU about the products or services of that commercial interest.

Financial relationships are those relationships in which the individual benefits by receiving a salary, royalty, intellectual property rights, consulting fee, honoraria, ownership interest (e.g. stocks, stock options or other ownership interest, excluding diversified mutual funds), or other financial benefit. Financial benefits are usually associated with roles such as employment, management position, independent contractor (including contracted research), consulting, speaking and teaching, membership on advisory committees or review panels, board membership, and other activities for which remuneration is received or expected. ACCME/IACET considers relationships of the person involved in this activity to include financial relationships of a spouse or partner.

Disclosure should include any relationship that may bias your presentation or that, if known, could give the perception of bias. For full-time employees of industry or government, the affiliation listed in the program will constitute full disclosure.

If the first (presenting) author feels that such a relationship exists, click 'Yes' so that a notation may be made in the program with the nature of the relationship and the associated commercial entity. After answering 'Yes', please indicate in the spaces provided, the company name(s) and the relationship(s) for each company you list.
 

Step 10: Application for Trainee Awards (For Member Trainees Only)

Applicant must be the first (presenting) author. Only members may apply for a trainee award. Select the type of award (pre-doctoral, post-doctoral) and provide the name and e-mail of the Nominator. The Nominator will be sent an e-mail and will be asked to complete a form to verify work completed by the trainee applicant. IMPORTANT: Both the Nominator and the Trainee must be 2008 ASHG members in good standing. If you are unsure during the submission process if your 2008 dues are paid, you can pay your membership dues upon completion of your abstract. For questions e-mail paulinem@ashg.org.
 

Rules & Guidelines

All authors are required to confirm that they “have read, understand and agree to the abstract submission rules and guidelines” by checking the appropriate box.
 

Final Review

You will be asked to go through a series of 5 steps before completing the submission process. This includes (1) Check Entries; (2) View Entries; (3) Preview Abstract; (4) Check Abstract Size; (5) Submit Abstract.
 

Confirmation

After you submit your abstract, you will receive an immediate on-screen confirmation of receipt that includes an “Abstract Control” number and a “Personal ID” number. You will not receive a separate e-mail confirming submission. Please print this information and keep it for your records. You will need this information when returning to the submission site. If you do not receive this information immediately after submitting your abstract, then your abstract was not successfully submitted and it will not be programmed. Please submit again.
 

Changes to a submitted abstract can be made only through the revision program. To change the first author name, you must withdraw the abstract and resubmit with the new name. To correct a spelling on an author’s name, email Mary Shih at mshih@ashg.org.
 

Abstract Withdrawal

To withdraw an abstract, return to the submission site and select “revise a previously submitted abstract.” You will need your abstract control number, personal ID number and first author’s last name.

Select the appropriate button to withdraw an abstract. The first author and ASHG staff will be informed of the withdrawal. For questions contact Krista Koziol at kkoziol@ashg.org