Abstract Submission: Step-by-Step Instructions

Questions about an abstract submission should be emailed to programs@ashg.org.
If you need technical assistance, contact Tech Support at ashg@support.ctimeetingtech.com.

All abstracts must be submitted electronically. For a successful submission, use the HELP feature for guidance.

Submit Abstract
Deadline: June 11 at 8:00 pm EST

 

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Submitting an Abstract

Below is the step-by-step process you will go through when submitting an abstract. 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. Your in-progress submission will automatically save once you select “Save and Continue”.

Step 1: Log in to ASHG Abstract Submission Site and Start Submission

You must log in to the Abstract Submission Site using the first (presenting) author’s ASHG portal account to access abstract submission. If you have ever been a member, submitted an abstract, or attended an ASHG meeting, you already have an ASHG portal account and your username is your email address. If this is your first time interacting with ASHG, you will have the option to create an ASHG portal account regardless of your membership status.

Once logged in, be sure to read any prompts and click on any Resources needed.  Resource Links are provided at the bottom right of the Abstract Submission Site home screen. When you are ready to start your abstract click on “+New”.

Step 2: Review Important Notes

Review the “Important Notes” at the beginning of the abstract page. Review the required statements and confirm you agree with ASHG’s policies and procedures.

ASHG Procedures

  • Abstract will be published online only on September 8, 2020 and will be citable from the Annual Meeting website.
  • Abstract will be published as submitted. ASHG does not generally edit abstract title, text or affiliation.
  • After you submit your abstract, you may revise or withdraw (delete) your abstract until June 12, 2020.
  • Abstracts will be under review June 13 – July 20. Program confirmation will be sent in early August.

Each statement below is an ASHG policy that must be confirmed.

  • I have read, understand, and agree to the Abstract Submission Rules and Meeting Policies, including Code of Conduct.
  • I understand that in submitting an abstract, I am authorizing ASHG to contact me about its Annual Meeting, including the status of my abstract.
  • I will submit only one abstract as first author.
  • I understand that as first author, I must notify all authors of any and all correspondence relating to this abstract submission.
  • I confirm that each co-author has been informed of this abstract submission and has agreed to all information as it was submitted.
  • I am submitting this abstract with the intent of attending the Annual Meeting and presenting my work. I understand that first authors are expected to attend the Annual Meeting, whether in San Diego or through a dynamic virtual or hybrid platform, and make the presentation.
  • If my abstract is accepted, I understand that 1.) I must include a conflict of interest slide as part of my presentation and 2.) Per CME guidelines, my slides may be reviewed by a member of the Program Committee in advance of the presentation date. NOTE: Once slides are reviewed they cannot be changed. Please keep a copy of this confirmation for your records.
Step 3: Enter Abstract Title
  • Title should begin with a capital letter and should have a period at the end (unless you have other punctuation, such as a question mark). Do not type your title in all caps. Maximum 255 characters. Abstracts with titles in all caps may not be reviewed.
  • Titles should follow sentence case format: Human genetics is great: Analysis of the ASHG gene confirms enormous potential of the field.
  • Only use capital letters to begin your title and only use additional 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.)
    • For gene/protein designations, please follow the guidelines set by The American Journal of Human Genetics: Human gene names and loci should be written in italicized capital letters and Arabic numerals. Protein product names should not be italicized.
  • Please use the bold or italicized buttons; do not enter special codes for bold or underline for your title. Text will automatically flow to the next line. There is a limit of 255 characters (including spaces) for title length.
  • To insert special characters or symbols you must prepare your title using a program that includes the special characters necessary, then copy and paste your title into a word processing program with .txt file capability.
    • Copy the text from Notepad/TextEdit and paste into the title box. Your special characters should be included.
  • When finished with your attestations and title entry, click “Save and Continue.” Your submission will be saved as an in-progress draft at this point. If you need to log out and return to the site later to finish, find the name of this abstract in the main dashboard and click on it to resume your progress.
Step 4: Select Abstract Main Topic and Subtopic

You will be asked to select one main topic most appropriate for your abstract. You will also be asked to select a subtopic. These fields are required. Use our list of topic categories to choose the appropriate category.

Step 5: 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, “View the full list.” Enter the keyword codes by using the drop boxes provided. Keyword codes aid in the review process and placement of the abstract in a session, if applicable. A minimum of one (1) keyword is required.

Step 6: Entering First (Presenting) Author’s Information
  • The first (presenting) author cannot be the first author of another abstract being submitted.
  • Required information: first and last name, degree, institution, institution city, institution country, email address, contact city, contact country and additional information questions.
  • The first author’s name on a submitted abstract cannot be changed. If your name is incorrect, then you must withdraw your abstract, update your name in the ASHG portal, and submit a new abstract by June 11, 2020. If the first author has changed, then withdraw the abstract and ask the new first author to log in and submit a new abstract by June 11, 2020.
  • Enter the address and affiliation information 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.
  • Some demographic information is required. ASHG is committed to providing a welcoming and inclusive community for human genetics and genomics professionals. Your answers will help ASHG determine if the strategies we employ to enhance diversity and inclusion in the Society’s membership and activities are successful. The information will be kept strictly confidential and will not be shared unless required by law.
  • ASHG does not permit co-first author designations.
  • You will have an opportunity to enter additional institutional affiliations after you have saved your initial first author data. Click “Add Institution” once you return to the Primary Author(s) step to begin adding additional institutions. A max of five (5) affiliations per person are permitted.
Step 7: 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 “Add” so a notation may be made in the program with the nature of the relationship and the associated entity. After answering “Adds,” use the spaces provided to indicate the name(s) and relationship(s) for each entity listed.
  • Disclosures only need to be reported for the presenting author.
  • If you have nothing to disclose please select the checkbox, “I have nothing to disclose.”
Step 8: Enter Co-Author Information (including Institution Names and Addresses)
  • Click “Add Author” on the Author(s) step to begin adding a co-author to your submission.
  • Search the co-author name by entering the last name, first name (exact match; use “*” for wildcard) or email address. Then click the search button.
  • Select the appropriate co-author (if found) by clicking the “Add” button next to their name in the search results.
    • Once you have added someone, you may be asked to fill in additional information.
  • If you are including someone whose name does not appear in the search results, you will have an option to add them after your search. (Click on “Enter your author here!” to begin entering an author who is not already known to ASHG.)
  • If you need to edit a co-author’s affiliation, click the “Edit” link next to their name after adding them to your submission.
  • Enter the institutional affiliation information using upper and lowercase as it should be published. If multiple authors are from the same institution, enter each institution using similar naming convention to appear as a single affiliation in the program.
  • Do not enter special codes for bold, italic, or underline.
  • Add all authors in the order they should appear. (You will have an opportunity to re-order the co-authors after you add them.)
  • A maximum of thirty (30) authors can be listed. Co-first and co-last authors are not permitted on ASHG abstracts.
  • Note: If you wish to cite a group or consortium as a co-author, click the “Add a Group” link, then enter the group/consortium. Names of individual authors should not be entered here. 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 9: Choose the Order of each Co-Author
  • Once you add more than one co-author, you may rearrange the order of these authors if needed by clicking on the “Change the Order these Author(s) are listed” link. Use the dropdown to select the appropriate number choice for each author.
  • You cannot change the order of the first (presenting) author.
Step 10: Enter Abstract Text

You are allotted 2,300 characters, excluding 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. Characters will be counted as you enter your abstract text. Make sure your abstract adheres to the style guide outlined below.

  • Enter text using upper and lowercase as it should be published.
  • Click the “Enter/Edit Abstract Text” link and type your abstract text into the text box .
    • Special Characters: To insert special characters or symbols, you must prepare your abstract in a program that includes special characters, then paste that information a word processing program with .txt file capability such as Notepad/TextEdit.
    • If you are using Microsoft Word, copy and paste text, including special characters, such as Greek letters, into a processing system such as Notepad/TextEdit.
      • Copy the text from NotePad/TextEdit and paste into the Abstract Text box on the Abstract Submission Site.
  • Format text (bold, italics, etc.) by using the buttons for bold and italics, located above the Abstract Text box on the Abstract Submission Site.
  • Do not copy and paste directly from a Word file as you may receive an error message due to embedded formatting.
  • To insert a table, click, “Create a table” link. Tables count 350 characters towards your total character count, regardless of size.
  • Graphics and halftones cannot be submitted as part of your abstract.
  • After you enter your initial abstract text, if you need to make further changes you may edit it by selecting “Edit Abstract Text.”

For gene/protein designations, please follow the guidelines set by The American Journal of Human Genetics: Human gene names and loci should be written in italicized capital letters and Arabic numerals. Protein product names should not be italicized.

Step 11: Select Abstract Track

You will be asked to select the track that most closely describes the work in your abstract.

Step 12: Additional Information: Publication Status and Funding Source

You will be asked to answer the following required questions:

  1. Has the work outlined in this abstract been published elsewhere prior to June 11, 2020?
  2. Has the work outlined in this abstract been accepted prior to June 11, 2020 for future publication?

If the abstract has been published or accepted for publication elsewhere (prior to the submission deadline of June 11), you will be required to answer some additional questions such as whether new data will be presented.

Results of studies that have been published or are accepted for publication elsewhere prior to the submission deadline of June 11, 2020, will be scored accordingly. Authors should indicate whether new data will be presented in the body of the abstract.

There is also a mandatory question asked regarding funding:

  • Do you receive external funding for your work?

Please answer the funding related questions, if applicable, regarding your primary source of external funding.

This information helps ASHG highlight the important role of public and private funders in support of science and health and to better communicate the value of this funding to the public.

Step 13: Apply for Developing Country Award
  • If you do not qualify, you must select “Not Applicable/Not Eligible” from the award dropdown response before you will be allowed to proceed.
  • The only opportunity to apply for the Developing Country Award is at the time of abstract submission.
  • Eligibility Requirements: This award is only available for those first (presenting) authors whose addresses are in a developing country as classified by the World Bank under the low-income and lower-middle-income categories. You must attend the meeting to receive the monetary award. Funds will be distributed at the meeting.
  • You will be asked to answer the following required questions:
    1. Do you reside in an eligible country?
    2. Please confirm your interest in a Developing Country Award.
Step 14: Apply for Epstein Trainee Award
  • If you do not qualify, you must select “Not Applicable/Not Eligible” from the award dropdown responses before you will be allowed to proceed.
  • The only opportunity to apply for the Epstein Trainee Award is at the time of abstract submission.
  • Eligibility Requirements: This award is only available for first (presenting) authors who are trainee members for the 2020 calendar year. (Note: You may complete the membership application after you submit your abstract.) Your nominator must be an ASHG 2020 member and complete the online nomination from verifying your primary role in the work described in this abstract by June 28, 2020 (see next step).
  • You will be asked to answer the following required questions:
    1. Epstein Trainee Award Interest/Eligibility.
    2. I am a US citizen (Citizenship will not affect eligibility for an Epstein Trainee Award. This information is for tax purposes only.)

Note: If you are not selecting an Epstein Award Nominator, this is the last step in the submission process. Assuming all steps are complete, once “Save and Continue” is selected, your abstract will be considered submitted.

Step 15: Epstein Award Nominator
  • The only opportunity to identify a nominator for the Epstein Trainee Award is at the time of abstract submission. Note: This step is for trainee members only who have applied for the Epstein Trainee Award. If you did not apply for the Epstein Trainee Award, please go to the Review My Work step to submit your abstract.
  • Inform your nominator about this submission and remind him/her to complete the form by June 28, 2020.
  • Search the ASHG member database to find the name of your nominator by selecting “Search Sponsor” at the bottom of the page. You can search by first and last name or e-mail address.
Step 16: Review My Work

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 entities. You are solely responsible for the accuracy of your abstract. You will receive an immediate, on-screen confirmation of receipt, followed by a confirmation email. Please retain this document for your records, as you will need it when returning to the submission site. You may return to the submission site to make any edits before the submission deadline. You should also make a note of your username and password.

Note: After June 12 (by 5:00 pm U.S. Eastern Time), abstracts cannot be revised or withdrawn. If accepted by the Program Committee, abstracts will be included in the meeting program and available as a searchable abstract on the meeting website.

Please review the following conditions of your abstract.

  • I understand that in submitting an abstract, I am authorizing ASHG to contact me about its Annual Meeting, including the status of my abstract.
  • I will only submit one abstract as first author.
  • I understand that as first author, I must notify all authors of any and all correspondence relating to this abstract submission.
  • I confirm that each co-author has been informed of this abstract submission and has agreed to all information as it was submitted.
  • I am submitting this abstract with the intent of attending the Annual Meeting and presenting my work. I understand that first authors are expected to attend the Annual Meeting, whether in San Diego or through a dynamic virtual or hybrid platform, and make the presentation.
  • If my abstract is accepted, I understand that 1.) I must include a conflict of interest slide as part of my presentation and 2.) Per CME guidelines, my slides may be reviewed by a member of the Program Committee in advance of the presentation date. NOTE: Once slides are reviewed, they cannot be changed. Please keep a copy of this confirmation for your records.
As Needed: Revise or Withdraw Abstract

To make any changes to an abstract, including co-author changes, log in to the Abstract Submission Site and select the title of your abstract. Revisions are not recommended near the deadline, as the submission site will be extremely busy. To withdraw an abstract, log in to the Abstract Submission Site and select the “Delete” icon Delete-Icon.

Note: After June 12 (by 5:00 pm U.S. Eastern Time), abstracts cannot be revised or withdrawn. If accepted by the Program Committee, abstracts will be included in the meeting program and available as a searchable abstract on the meeting website.

Questions?

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