Abstract Submission: Instructions

The abstract deadline of June 11 has now passed. Abstracts are currently under review. Further information and abstract assignments will be available in early August.

Questions about abstract submission should be emailed to ashgmeetings@ashg.org.

If you need technical assistance, contact Wujun Zhou at wzhou@genetics-gsa.org.

All abstracts must be submitted electronically. 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, gather all the information you need before you begin. The submission process can take anywhere from 5 to 30 minutes to complete. The abstract submission form requires a minimum (or higher) Web browser of Microsoft Internet Explorer 8.0, 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 when submitting an abstract.

Step 1:

Enter First (Presenting) Author's Information

  • 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. In order to change the first author of a submitted abstract, you must withdraw your abstract, and then submit a new abstract with the new first author information by June 11, 2015.
  • Please enter the address in upper and lowercase as it should be published. Do not use special characters in the name or address fields. If applicable, include international dialing codes for phone 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 email address.
  • The following information is optional: demographic information and status.

Step 2:

Select Abstract Track

You will be asked to select the track that most closely describes the work in your abstract. Use the following descriptions to help guide your selection:

  • Education Track: This track highlights abstracts falling into two categories. The first encompasses research and best practices in genetics education at all levels. The second includes content presented at a level accessible to those without expertise in human genetics.
  • Clinical Track: This track highlights abstracts focused on clinical aspects of human genetics.
  • Social Issues Track: This track highlights abstracts focused on social, legal, and ethical issues in basic and clinical human genetics.
  • Basic/Translational Track: This track highlights abstracts focused on basic and/or translational research in human genetics.
  • If you are unsure, select "other."

Step 3:

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

  1. Has the work outlined in this abstract been published elsewhere prior to June 11, 2015?
  2. Has the work outlined in this abstract been accepted prior to June 11, 2015 for future publication?

If the abstract has been published or accepted to publication elsewhere (prior to the submission deadline of June 11, 2015), you will be required to provide the following information: Name of Publication, Date, and Comments.

Results of studies that have been published or will be accepted for publication elsewhere prior to the submission deadline of June 11, as well as studies that will be published prior to October 2015, will be scored accordingly.

Step 4:

Select Abstract Topics and Subtopics

You will be asked to select two topics most appropriate for your abstract. You will also be asked to submit a subtopic for each. These fields are required. Use our list of topic category definitions for help choosing the appropriate category.

Step 5:

Select Preference for Platform or Poster Presentation
You will be asked to select one of the following options.

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

This choice indicates to the Program Committee the type of presentation the author prefers. The Program Committee will make the final decision. If there is any uncertainty about the first author’s ability to attend the meeting, a poster presentation should be selected.

Note that the meeting photography policy has changed compared to previous years, and includes new guidelines for platform presentation slides as well as posters.

*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 6:

Select Up to Five Keywords

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 during the submission process, click to "View Keyword Codes". Enter the keyword codes in the boxes provided. Click “Finished” when completed.

Step 7:

Enter Co-Author Information (including Institution Names and Addresses)

  • 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 thirty (30) institutions may be entered. The first author’s institution will automatically appear.
  • Enter the information using upper and lowercase as it should be published.
  • Enter institution names in the order they should be published.
  • Do not enter special codes for bold, italic, or underline. Use the Special Characters Menu to simplify the entry of special characters in institution and author names.
  • Enter all author names in the order they should appear. Enter the author’s first initial (followed by a period) and last name (e.g., Smith, J.). The first (presenting author) will be listed automatically in box #1. A maximum of thirty (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 here. 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.

IMPORTANT NOTE FOR STEPS 8-10: ASHG will print your abstract exactly as it appears in your submission. We will not edit for grammar or punctuation, nor will we edit for proper designation of genes, proteins, chromosomes, or other entitities. You are solely responsible for the accuracy of your abstract.

Step 8:

Enter Abstract Title

  • Begin your title with a capital letter. Use capital letters as appropriate (e.g., Genome-wide linkage analysis using SNP genotyping set; or Evidence of the XYZ mutation found in cancer patients with normal FISH tests).
  • Do not type your title in all caps.
  • Your entry will automatically conform to a standardized typographic format of bold; do not enter special codes for bold or underline for your title. Text will automatically flow to the next line.
  • Use the  Ω icon to insert special characters or symbols. To format text (e.g., italics), highlight the text and use the icons above the text box.

Step 9:

Enter 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 character limit. The abstract submission program will not allow submission if you exceed the maximum number of characters. To determine the number of characters used, click on Check Abstract Size. Click on Character Count for an explanation of how characters are counted. To view your abstract with all codes translated, click on Preview Abstract.

  • Enter text using upper and lowercase as it should be published.
  • Use the  Ω icon to insert special characters or symbols. To format text (e.g., italics), highlight the text and use the icons above the text box.
  • To insert a table, click on the table icon (next to the Ω icon).
  • Graphics and halftones cannot be submitted as part of your abstract.

Step 10:

Use Required Notation and Style for Gene References

Prepare your title and abstract using the style required by the American Journal of Human Genetics. This format 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). You should obtain approved gene symbols prior to submission from the HGNC via their website (http://www.genenames.org) or by contacting the HUGO Gene Nomenclature Committee (HGNC), European Bioinformatics Institute (EMBL-EBI), or Wellcome Trust Genome Campus, Hinxton, Cambridgeshire CB10 1SA, United Kingdom (hgnc@genenames.org).

Human gene names and loci should be written in italicized capital letters and Arabic numerals. Names of protein products 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).

Step 11:

Enter Disclosure Information (for Conflict of Interest)
You should disclose any relationship that may bias your presentation or that, if known, could convey the perception of bias. The intent of this disclosure is not to prevent a speaker from making a presentation, but rather to allow the listener to be fully knowledgeable in evaluating the information being presented. If the first/presenting author feels that such a relationship exists, click 'Yes' so a notation may be made in the program with the nature of the relationship and the associated entity. After answering 'Yes,' use the spaces provided to indicate the name(s) and relationship(s) for each entity listed.

Step 12:

Apply 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. The applicant must be the first/presenting author. To apply, select the type of award (predoctoral or postdoctoral) and provide the name and email address of the nominator. The nominator will be asked by email to complete a form verifying the trainee status of the applicant and the work completed by this trainee. Please inform your nominator about this application submission and remind him/her to complete the form as soon as possible. IMPORTANT: Both the nominator and the trainee applicant must be 2015 ASHG members.

Step 13:

Confirm the Following Conditions of Abstract Submission

  • Authors 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.
  • First/presenting authors are submitting the abstract with the intent of attending the Annual Meeting and presenting the work.
  • The first author of this abstract is not the first author on any other submitted abstracts.
  • If selected for a platform talk, authors will include a conflict-of-interest slide as part of the presentation and understand that slides may be reviewed by a member of the Program Committee prior to the presentation.
  • If the abstract is chosen for a poster session, attendees may take photos of the poster with the first author's permission. If the authors do not want the poster photographed, they must indicate this on the poster with an image file supplied by ASHG.
  • The email of the first author can be seen by meeting registrants.

Step 14:

Review and Submit
Review your abstract submission using this five-step checklist 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, on-screen confirmation of receipt. Please retain this document for your records, as you will need it when returning to the submission site. If you do not receive this confirmation, your abstract was not submitted successfully and you must try again.

You will not receive a separate confirmation email.

Step 15:

Review Important Notes
Review the "Important Notes" at the end of the abstract submission form. 

As Needed: Revise or Withdraw Abstract
To make any changes to an abstract, including co-author changes, return to the abstract submission site and select Revise My Abstract. You will need your abstract control number, personal ID number, and the last name of the first author listed on the abstract. Revisions will not be permitted June 10-11, when the submission site is extremely busy.

To withdraw an abstract, return to the submission site and select Withdraw My Abstract. You will need your abstract control number, personal ID number, and the first author’s last name. Withdrawal requests must be made by June 12, 2015, 5:00 pm Eastern Time. All accepted abstracts will be published in the ASHG 2015 Meeting Program and cannot be withdrawn from publication after June 12 (even at the request of the author and/or principal investigator). Abstracts not withdrawn by June 12 will be reviewed and programmed by the Program Committee.