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Abstract Submission Instructions

Deadline: June 4, 2013 at 8:00 pm U.S. east coast time



Questions about abstract submission should be emailed to:



All abstracts must be submitted electronically via the online submission program. For a successful submission, use the HELP feature for guidance. Be sure to check all your entries thoroughly before pressing the “Submit” button.


To save time, you should gather all information you need before you begin. The submission process can take anywhere from 5 to 30 minutes to complete. To access the abstract submission link, the ASHG requires a minimum (or higher) Web browser of Microsoft Internet Explorer 7.0, Mozilla Firefox 3.6, Apple Safari 4, Google Chrome 10, or any other Web browser that is fully compatible with these browsers.








Windows Only

Windows or Macintosh

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. 





Submitting an Abstract

Below is the step-by-step process you will go through during your submission


Step 1:

First (Presenting) Author’s Information (cannot be changed after submission)


  • The first (presenting) author cannot be the first author of another abstract being submitted.
  • The first author’s name on a submitted abstract cannot be changed.
  • Please enter the address in upper/lowercase. “Special characters” should not be used in the 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.
  • The following information is required: First and last name, institution, city, state and zip code/postal code; telephone and e-mail address.


Step 2:

Abstract Topic
You will be asked to select two topics that are most appropriate for your abstract from a drop-down list.  You will also be asked to submit a subtopic. Fields are required. You can view topic definitions here.


Step 3:

Abstract Presentation Preference
You will be asked to select one of the following options. This choice indicates to the 2013 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.


  • Platform/Oral Talk Only
  • Poster Presentation Only
  • Platform/Oral Talk Preferred (but would accept poster)


IMPORTANT: The number of platform requests far exceeds the number of available slots. If you select “Platform/Oral Talk Only,” and your abstract is not selected, you WILL NOT be assigned a poster presentation and your abstract will not be programmed.


Step 4:

Keyword Code Selection
You will be asked to enter up to five (5) keyword codes in order of importance. 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 Name and Address)


  • Enter each institution name and address only once. For example if all authors are from the same institution you need only list this institution once. A maximum of 30 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 (e.g., Smith, J.). The first (presenting author) will be automatically listed in box #1. A maximum of 30 authors can be listed.  
  • In the Corresponding Institutional Address Numbers field, enter the institution number (1-30) that corresponds with that author's institution. If an author belongs to more than one institution, use a comma and space to separate each number (e.g., 1, 3, 5).


Note: If you wish to cite a group or consortium as a co-author, enter the group/consortium name in the space following author field #30 (e.g., ABC Genetics Group). Names of individual authors should not be entered. This entry will appear in your abstract following the last individual co-author's name.  A group or consortium cannot be cited as the sole (i.e., first/presenting) author on an abstract. First presenting authors must be individuals who represent groups/consortia.


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 2,500 characters including spaces for the body of your abstract. Title, author and institutional data are not included in the 2500 characters. The program will not allow submission if the maximum number of characters 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 e-mail a copy of your table to the ASHG Meeting Management Office at ashgmeetings@ashg.og or FAX (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.


Step 8:


Required Notation and Style for Gene References

Prepare your title and abstract using the style required by the American Journal of Human Genetics. This will make clear for readers whether you are referring to genes or proteins. For human genes, use genetic notation and symbols approved by the HUGO Gene Nomenclature Committee (HGNC). Approved gene symbols should be obtained, prior to submission, from the HGNC via their website ( or by contacting the HUGO Gene Nomenclature Committee (HGNC), European Bioinformatics Institute (EMBL-EBI), Wellcome Trust Genome Campus, Hinxton, Cambridgeshire CB10 1SA, United Kingdom (fax: 44-1223-494-468; e-mail:


Human gene names and loci should be written in italicized capital letters and Arabic numerals. Protein product names are not italicized. MIM numbers should be listed in the abstract, after the first mention of all disorders and genes. Example: adrenal hypoplasia congenita (AHC [MIM 300200]). All mutations should be described at both the DNA and the protein level and as outlined in “Mutation Nomenclature Extensions and Suggestions to Describe Complex Mutations: A Discussion” (den Dunnen, JT and Antonarakis, SE [2000]. Hum. Mutat. 15:7–12). This can be found at


Step 9:

Publication Status
You will be asked to check a box to answer the following two required questions:


  1. The work outlined in this abstract has/has not been published elsewhere prior to June 4, 2013.
  2. The work outlined in this abstract has/has not been accepted prior to June 4, 2013 for future publication.


If the abstract has been published or accepted to publication elsewhere (prior to the submission deadline of June 4, 2013), you will be required to give the following information: Name of Publication, Date and Comments. You will also be asked to indicate if new data/discoveries will be presented in October.


Results of studies that have been published or will be accepted for publication elsewhere prior to the submission deadline of June 4, as well as studies that will be published prior to October 2013, will be scored accordingly.


Step 10:

Disclosure Information (for Conflict of Interest)
Disclosure should include any relationship that may bias your presentation or that, if known, could give the perception of bias. The intent of this disclosure is not to prevent a speaker from making a presentation. This policy allows the listener/attendee to be fully knowledgeable in evaluating the information being presented. Disclosure should include any relationship that may bias your presentation or that, if known, could give the perception of bias. 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 11:

Application for Charles J. Epstein Trainee Awards for Excellence in Human Genetics Research (For ASHG Member Trainees Only)
The only opportunity to apply for the trainee award is at the time of abstract submission. Please inform your nominator about this application submission and remind him/her to complete the form as soon as possible. The applicant must be the first/presenting author. Select the type of award (predoctoral or postdoctoral) and provide the name and e-mail of the nominator. The nominator will be asked by e-mail to complete a form verifying work completed by the trainee applicant. IMPORTANT: Both the nominator and the trainee applicant must be 2013 ASHG members.


Step 12:

Authors will be asked to confirm the following by checking the appropriate boxes:


  • They have read, understand and agree to the abstract submission rules and guidelines
  • Each co-author has been informed of the abstract submission and has agreed to all information as it was submitted
  • They are submitting the abstract with the intent of attending the Annual Meeting and presenting the work
  • If selected for a platform talk, author must include a conflict of interest slide as part of their presentation and understand that slides may be reviewed by a member of the Program Committee in advance of the presentation date.


Step 13:

Final Review
Review your abstract submission in this five step process: (1) Check Entries; (2) View Entries; (3) Preview Abstract; (4) Check Abstract Size; (5) Submit Abstract.


Upon successful submission, you will receive an immediate onscreen receipt. Please retain this for your records. If you do not receive this confirmation, your abstract was not submitted successfully and you must try again.



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