American Diabetes Association Scientific Sessions Abstract Submission Guidelines

Transcription

1 American Diabetes Assciatin Scientific Sessins Abstract Submissin Guidelines Table f Cntents Key Dates Page 2 Abstract Submissin Requirements Page 2 New this Year! Online Disclsure Cllectin System Page 3 Character Cunt and Writing Standards Pages 3-4 Embarg Plicy Pages 4-5 Abstract Selectin Prcess... Pages 5-6 Abstract Publicatin, Revisins, and Withdrawals Page 6 Prgram Infrmatin..... Page 6 Abstract Presenter Expenses/Meeting Registratin Fee Page 7 Travel Grants.... Page 7 Step-by-Step Disclsure Entry Instructins Pages 8-9 Step-by-Step Abstract Submissin Instructins Pages

2 Key Dates fr the 78th Scientific Sessins Abstract Prgram Mnday, Octber 2, 2017 Mnday, January 8, 2018 (5:00 p.m. EST) Early-March, 2018 Wednesday, March 14, 2018 Wednesday, March 14, 2018 Friday, June 22, 2018 Abstract submissin pens. Abstract submissin clses. Acceptance status and Cpyright Transfer Agreement ntificatins ed t Presenting Authrs. Abstract withdrawal deadline. Cpyright Transfer Agreement must be cmpleted by Presenting Authr. 78th Scientific Sessins begins. Fr questins regarding abstract submissin plicies, cntact abstracts@diabetes.rg. Fr additinal meeting infrmatin, visit scientificsessins.diabetes.rg. Abstract Submissin Requirements Online Submissin: Abstracts fr the American Diabetes Assciatin s 78th Scientific Sessins must be submitted nline via the fficial abstract submissin site, E- mails and wrd prcessing files submitted utside the abstract submissin site will nt be accepted. Prcessing Fee: A nn-refundable prcessing fee f $85.00 (USD) must be paid fr each abstract submitted. Payment must be made by credit card. Majr credit cards (American Express, Visa, MasterCard, and Discver) are accepted fr the secure nline payment. The abstract will nt be cnsidered fr the Scientific Sessins prgram if the fee has nt been paid by the submissin deadline, Mnday, January 8, 2018, 5:00 p.m. EST. Submissin fees will nt be refunded if the abstract is deleted, nt accepted, r withdrawn. Prir Presentatin and/r Publicatin: An abstract is nt eligible fr submissin if it has been presented at anther natinal r internatinal meeting r will be published prir t the 78th Scientific Sessins, June 22-26, Failure t ntify the Assciatin f such publicatin r presentatin will result in a mratrium n the submissin f abstracts fr all authrs in questin fr ne year. Authrship Requirements: There is n limit t the number f abstracts an authr may submit; hwever, an authr may nly serve as the Presenting Authr n tw submissins. It is the authr s respnsibility t designate a new presenter fr presentatin cnflicts that arise. If accepted, the presenter must be a c-authr listed n the abstract at the time f submissin. Submissin Deadline: Abstracts must be cmplete by Mnday, January 8, 2018, 5:00 p.m. EST, r the abstract will nt be cnsidered fr the Scientific Sessins prgram. Extensins t the submissin deadline will nt be granted. 2

3 New this Year! Online Disclsure Cllectin System T simplify the disclsure cllectin prcess, ADA has implemented a new nline disclsure cllectin system fr the Scientific Sessins. With this new, time-saving system, participants will nw enter their disclsure nce per year. This eliminates the prcess f re-entering disclsures fr authrs listed n mre than ne abstract r if participating in anther activity during the meeting (i.e., abstract reviewers, invited speakers, etc.). It is nw the authrs respnsibility t enter their wn disclsures int the Disclsure System instead f the submitter entering them thrugh the abstract submissin site. The abstract submissin site will nt allw an authr t be added t a submissin until they have a disclsure recrd n file. Submitters may dwnlad an authr disclsure entry template. This template, cntaining step-by-step disclsure entry instructins, can be sent t authrs t ntify them that they must enter their disclsure recrd befre they can be added t an abstract submissin. Once an authr has entered and finalized their disclsure, they must prvide the first name, last name, and address used fr their disclsure accunt t the persn wh will submit the abstract. Submitters will add authrs t abstracts by searching a database using these fields. When lcated, the infrmatin the authr entered will sync t the abstract submissin. A disclsure recrd is required even if an authr des nt have any relatinships t disclse. Thse with nthing t disclsure must enter the Disclsure System, designate that neither they nr their spuse/partner have a cnflict f interest, and finalize their disclsure recrd. See the Step-by-Step Disclsure Entry Instructins sectin fr instructins n hw t use the Disclsure System. Character Cunt and Writing Standards Character Cunt: Abstracts are limited t 1,800 characters, nt including spaces. The abstract title, bdy, tables, and images cunt tward the character limit. Abstracts can have a maximum f tw tables and/r images. Each table r image cunts as 500 characters. Abstract Bdy: Make abstracts as infrmative as pssible. Data shuld be summarized. It is inadequate t state "the results will be discussed" r "the data will be presented." Abstracts must be written in English with accurate grammar and spelling suitable fr publicatin. Abstracts are published as submitted. Prfread wrk carefully t avid errrs. The Assciatin may mdify the frmat t fit the lk and feel f the media n which it is displayed r distributed. D nt enter authr infrmatin int the abstract bdy. Entering such infrmatin negates a blind review. D nt include the title, references, r grant supprt in the abstract bdy. Standard abbreviatins may be used withut definitin. Nnstandard abbreviatins must be placed in parentheses after the first use f the abbreviatin. 3

4 D nt begin sentences with numerals. Generic names shuld be used the first time a drug is mentined and typed in lwercase letters, fllwed by the trade name in parentheses. Trade names shuld be capitalized. Example: aspirin (Bufferin). When discussing therapeutic ptins, it is ur preference that yu use nly generic names. If it is necessary t use a trade name, then thse f several cmpanies must be used. Embarg Plicy Meeting attendees, members f the media, cmpanies, institutins, rganizatins, universities, investment advisrs, and all ther cmpanies and individuals are required t abide by the embarg plicy gverning the American Diabetes Assciatin s 78th Scientific Sessins. An embarg means that infrmatin frm any abstract r presentatin is cnfidential and may nt be annunced, publicized, r distributed befre the embarg date and time. This plicy applies t all frmats f release, including the Scientific Sessins nline itinerary planner, meeting app, Abstracts n USB, hard cpy Diabetes Abstract Bk, nline via the Assciatin s website, and ther presentatins. The purpse f the embarg plicy is t prtect the scientific integrity f the abstract submissins presented at the Assciatin s Scientific Sessins. This plicy recgnizes that all submissins are t be cnsidered as preliminary until the time f presentatin r authrized release. Premature release f infrmatin cntained in any abstract will result in the individual, as well as the emplyer/affiliated cmpany, institutin, rganizatin, etc. being remved frm the 2018 Scientific Sessins with a tw year ban n returning. Prir Publicatin: An abstract is nt eligible fr submissin if it has been presented at anther natinal r internatinal meeting r will be published prir t the 78th Scientific Sessins, June 22-26, Failure t ntify the Assciatin f such publicatin r presentatin will result in a mratrium n the submissin f abstracts fr ne year. If the accepted abstract is als submitted as a manuscript fr publicatin, authrs are respnsible fr crdinating a publicatin date that abides by the Assciatin s embarg plicy. If publicatin ccurs nline r in print befre the specific embarg date and time set by the Assciatin, the abstract must be withdrawn. Please ntify the Assciatin via at abstracts@diabetes.rg. Specific Embarg Dates and Times: Oral Presentatin: Abstracts selected fr Oral Presentatin are embarged frm the time f submissin until the start f the sessin in which the abstract is presented at the 78th Scientific Sessins. The Assciatin reserves the right t adjust the embarg as needed. Pster Presentatin: Abstracts selected fr Pster Presentatin are embarged frm the time f submissin until 10:00 a.m. Eastern time, Saturday, June 23,

5 Published Only: Abstracts selected fr Published Only are embarged frm the time f submissin until 10:00 a.m. Eastern time, Saturday, June 23, Exceptin t Embarg Plicy Publicly Traded Cmpanies A pharmaceutical r device manufacturer that is publicly traded may be advised by its legal cunsel that, in rder t cmply with requirements f the U.S. Securities Exchange Cmmissin (SEC) r a crrespnding regulatry bdy in the cuntry where the cmpany s stck is traded, it must publicly disclse certain data frm its submitted abstract prir t the Assciatin s authrized release f the abstract. Under such extenuating circumstances, and upn apprpriate request, the American Diabetes Assciatin may grant an exceptin t its embarg plicy and allw the cmpany t release limited tpline data frm the abstract withut jepardizing its eligibility t be presented at the Assciatin s Scientific Sessins. T request such an exceptin, the fllwing infrmatin needs t be sent via t Christa Yung, Senir Manager, Prfessinal Educatin at abstracts@diabetes.rg and cpy the crrespnding authr f the abstract. A letter signed by legal cunsel t the American Diabetes Assciatin (see sample letter) stating that disclsure f the infrmatin is necessary t cmply with applicable securities laws. A draft press release (see sample press release) with data t be included, such as: general findings with n additinal analysis, cmmentary, r investigatr qutes, and timing f the release. The release must nte that the abstract has been accepted fr presentatin at the American Diabetes Assciatin s Scientific Sessins, and that all abstracts are preliminary until time f presentatin. The release must als clearly display the embarg date and time. Infrmatin that ges beynd the fur crners f the abstract (such as additinal analysis, cmmentary, r updated infrmatin frm thse individuals and cmpanies invlved in the study) remains embarged until the Assciatin s authrized release f the abstract. The cmpany issuing the release assumes respnsibility fr ensuring embarged releases are nly distributed t parties including reprters r scial media peratrs wh agree t the Assciatin s embarg plicy. The Assciatin will evaluate exceptin requests n a case-by-case basis and reserves the right t change the type f presentatin (frm ral presentatin t pster presentatin) r remve the abstract frm the meeting prgram if it determines that the released infrmatin may substantially detract frm the nvelty f the presentatin. Questins regarding the crrect embarg dates/times fr the Assciatin s Scientific Sessins can be addressed t Christa Yung, Senir Manager, Prfessinal Educatin, abstracts@diabetes.rg, and Michelle Kirkwd, Directr f Strategic Cmmunicatins and Media Relatins, press@diabetes.rg. Abstract Selectin Prcess Review Prcess: All abstracts successfully submitted t the ADA are peer-reviewed thrugh a blind review prcess. Selectin Criteria: Originality f wrk, adequacy f data, and clarity f expsitin are the determinants in the selectin f abstracts. The final decisin with respect t selectin, 5

6 prgramming, and/r publicatin f any abstract will be made by the Assciatin's Scientific Sessins Meeting Planning Cmmittee. Selectin Decisin: Abstracts may be selected fr (1) Oral Presentatin, (2) Pster Presentatin, (3) Published Only, r (4) nt selected. Abstracts selected fr Oral Presentatin, Pster Presentatin, and Published Only will be published in the 78th Scientific Sessins Abstract Bk, the June 2018 supplement t the jurnal Diabetes. Abstracts selected as Published Only will nt be presented at the 78th Scientific Sessins. Ntificatin: Abstract final acceptance status will be sent via t the designated Presenting Authr in early-march Abstract Publicatin, Revisins, and Withdrawals Publicatin: Submissin f an abstract grants ADA the rights t publish the abstract in the jurnal Diabetes r in ther publicatins prduced by ADA. All abstracts accepted fr the Scientific Sessins will be published in the Abstract Bk, unless withdrawn by the withdrawal deadline. Revisins: Abstracts may be revised nline until Mnday, January 8, 2018, at 5:00 p.m. EST. N mdificatins will be allwed after the submissin deadline. Withdrawals: Abstracts must be withdrawn n later than Wednesday, March 14, 2018 r they will be printed in the Abstract Bk. T withdraw an abstract, the Presenting Authr must cmplete an Abstract Withdrawal Frm and return it t the ADA by fax r . Only the Presenting Authr has the ability t withdraw the abstract. The abstract prcessing fee will nt be refunded. Prgram Infrmatin Oral Presentatin: Oral Presentatins are 15 minutes in length. Thse selected fr an Oral Presentatin will receive their presentatin details (date/time) in their acceptance letter. Pster Presentatin: Psters must be displayed fr three days (Saturday, Sunday, and Mnday) in the Pster Hall. The Presenting Authr must be available n his/her assigned General Pster Sessin presentatin day(s) t answer questins frm attendees. Thse accepted fr a Pster Presentatin will receive their presentatin details (date/time) in their acceptance letter. Pster Printing Service: The ADA ffers discunted pster printing thrugh ur preferred pster service partner, Digital Acumen. We recmmend pster presenters take advantage f this easy, cnvenient way t rder a printed pster and have it shipped t the meeting where it can be picked up in the Pster Hall. Further infrmatin fr the pster printing website will be ed t Presenting Authrs f accepted abstracts in late-april. Nte: Pster printing thrugh ur partner is nt mandatry. Mderated Pster Discussins: Pster presenters will share their research and highlight nvel r recent advancements in five-minute questin and answer discussins with sessin mderatrs as audience members listen in. Thse accepted fr a Mderated Pster Discussin will receive their presentatin details (date/time) in their acceptance letter. The Mderated Pster Discussin presentatin is in additin t the regularly scheduled General Pster Sessin presentatin fr that abstract. 6

7 Abstract Presenter Expenses/Meeting Registratin Fee Expenses assciated with an abstract presentatin (e.g., travel, htel, meeting registratin fees, etc.) are the sle respnsibility f the Presenting Authr. Presenters must register fr the meeting in the apprpriate categry (Member, Nn-Member, Student/Resident/Fellw). Jin/renew membership t receive member rates. In the event that yu register fr the meeting and yur abstract submissin was nt accepted fr presentatin, yu may request a refund f yur registratin fee, less a $50.00 (USD) administrative fee until May 10, Travel Grants The ADA ffers a limited number f travel grants, in the amunt f $1,000 (USD), t eligible, earlycareer investigatrs whse abstracts are accepted fr presentatin. Travel Grant applicatins will be sent thrugh ntificatin t the Presenting Authr f abstracts accepted fr presentatin in mid- March. An applicant must be the Presenting Authr in rder t apply fr a travel grant. Nte: Thse wh have received a Travel Grant frm the ADA within the past tw years (2017 r 2016) are nt eligible. 7

8 Step-by-Step Disclsure Entry Instructins Access the Disclsure System at If yu are a returning user, yu may lgin with yur address r request a passwrd reminder. If yu are a first time user, create a new user accunt by selecting the Create a Lgin link. Once yu have entered yur infrmatin int the required fields, click the Register buttn t save yur infrmatin. Enter yur Username and Passwrd and click n the Lgin buttn t enter the Disclsure System. Review/update yur cntact infrmatin using the My Cntact Inf tab in the navigatin bar. T enter yur disclsure, select the "ADA Disclsure" tab abve in the navigatin bar. If yu currently d nt have a disclsure available, click the Create New Disclsure buttn. If yu have a disclsure available, click the "Edit/Update Disclsure" buttn t update yur disclsure, r if the disclsure has been finalized click the "Preview Disclsure" buttn t view the current disclsure infrmatin. Read the Instructins and click the "Cntinue" buttn r select "Disclsure Frm" frm the lefthand menu t cntinue. Check the "Neither I nr my spuse/partner have a cnflict f interest" ptin if yu have n cmmercial interests t disclse and click the Save & Cntinue buttn. Check the "I and/r my spuse/partner have a cnflict f interest" ptin if yu have cmmercial interests t disclse. Enter all financial relatinships with any manufacturer(s) r prvider(s) invlved in diabetes management and treatment r its cmplicatins with which yu, yur spuse, r partner have r have had a relatinship in the past 12 mnths. If yu have mre than ne relatinship type with a manufacturer/prvider, please enter it n a separate line. If yu have mre than 10 relatinships t disclse, the system will autmatically add mre lines as needed after yu use all available lines and click the "Save" buttn at the bttm f the page. If the manufacturer/prvider is nt listed, select Other Cmpany frm the drp-dwn menu and type the name in the Other Cmpany bx. Save yur disclsure by clicking the "Save" buttn lcated at the bttm f the page. This buttn secures yur current respnses s yu may lg-ff and return at a later time. Verify and cnfirm the accuracy f yur disclsure by clicking the "Save & Cntinue" buttn at the bttm f the page. T finalize yur disclsure, click the "Finalize and Submit t ADA" buttn at the tp r bttm f the page. Print the final preview fr yur recrds. 8

9 Abstract Submitters Once yu have entered and finalized yur disclsure, a link t enter the abstract submissin site will appear in the navigatin bar under the Submissin tab. If yu d nt intend t be listed as an authr n the submissin, yu will be able t remve yur name frm the authr list nce yu have entered the submissin site. The link t the submissin site will nt appear until yu have finalized yur disclsure. Abstract Authrs Once yu have entered and finalized yur disclsure, yu may lg ut. Prvide the first name, last name, and address used fr yur disclsure accunt t the persn wh will submit the abstract. The submitter will search fr yu in a database using these fields in rder t sync yur infrmatin t the abstract submissin. Visual Disclsure Entry Tutrial View a step-by-step visual disclsure entry tutrial. 9

10 Step-by-Step Abstract Submissin Instructins Access the abstract submissin site thrugh If yu have nt yet created an accunt in the Disclsure System, yu must cmplete the Stepby-Step Disclsure Entry Instructins befre yu will have access t the submissin site. If yu are a returning Disclsure System user, enter yur Username and Passwrd and click n the Lgin buttn. Once yu have finalized yur disclsure, a 78th Scientific Sessins link will appear in the navigatin bar under the Submissin tab allwing access t the abstract submissin site. Nte: This link will nt appear until yu have finalized yur disclsure. Click n the New Submissin link t create yur abstract. Terms f Use Agreement: Read the Terms f Use Agreement thrughly and click n the check bx next t each statement t agree. Yu must agree t each statement t cntinue. Abstract Title: The title shuld be brief, clearly indicating the nature f the investigatin. Please use the fllwing frmatting guidelines: Enter yur title in Title Case. D nt use all UPPERCASE characters. D nt italicize the entire title. D nt include a perid at the end f the title. Example: This is a Prperly Frmatted Abstract Title If cpying and pasting yur title int the text bx, yu must paste yur title as plain text t avid errrs. Categry: Indicate the categry fr which yu wish t have the abstract reviewed. T ensure that yur abstract receives prper cnsideratin, please make certain that the abstract is submitted t the apprpriate categry. Presentatin Preference: Abstracts will be cnsidered first fr an Oral Presentatin, fllwed by a Pster Presentatin, and then Published Only. The Scientific Sessins Meeting Planning Cmmittee will cnsider yur presentatin preference when planning the prgram. Abstracts will autmatically be cnsidered fr Published Only, if nt selected fr presentatin. Yu must select ne f the fllwing presentatin preference ptins t cntinue: Oral Preferred Pster Preferred Authr Infrmatin: The submissin site will nt allw an authr t be added t a submissin until they have a disclsure recrd n file. All abstract authrs must g t and fllw the Step-by-Step Disclsure Entry Instructins t enter their disclsure. 10

11 Submitters may dwnlad an authr disclsure entry template, cntaining step-by-step disclsure entry instructins. This template can be sent t authrs t ntify them that they must enter their disclsure recrd befre they can be added t an abstract submissin. Once an authr has entered and finalized their disclsure, they must prvide the first name, last name, and address used fr their disclsure accunt t the persn wh will submit the abstract. Submitters will use these fields t search fr and add authrs t submissins. The infrmatin the authr entered int their disclsure recrd will sync t the submissin. A disclsure recrd is required even if an authr des nt have any relatinships t disclse. Thse with nthing t disclsure must enter the Disclsure System, designate that neither they nr their spuse/partner have a cnflict f interest, and finalize their disclsure recrd. Adding Authrs: Select the Add Authr buttn t add anther authr t the abstract. Search the Disclsure System fr an authr. Yu can search by Last Name (required), First Name, and/r Address. When lcated, click Add next t the authr s name t add the authr t the submissin. Cmmn search issues: Special characters within a name are nt always recgnized. Please use the American spelling. Please ensure that n excess spacing is entered. The Disclsure System searches fr exact matches n First Name, Last Name, and address. If a match is nt fund, please cnfirm these fields are crrect. Repeat this step until all authrs have been added. Adding a Study Grup: If yu have a Study Grup t enter fr this abstract, select the Add a Grup link and then type the grup s name in the text bx prvided. Authr names added in this area will be remved frm the submissin. Change wh is Presenting: Click the Change wh is Presenting buttn t change wh is listed as the Presenting Authr. Yu may nly designate ne Presenting Authr per abstract. All crrespndence regarding abstracts will be sent t the presenting authr nly. Change the Order Authr(s) are Listed: T change the rder in which the authrs are listed, use the Change the Order these Authr(s) are Listed buttn. T re-arrange the rder f yur authrs, select new place numbers frm the drp-dwn menu fr each authr. Disclsure Infrmatin: All abstract authrs must have a Current disclsure status. If Current appears next t the name f the authr nthing further is needed t cnfirm their disclsure infrmatin. If Nt Current appears next t the name f the authr, the disclsure is currently incmplete and needs t be finalized by the authr. Please use the Send ptin t send this authr a reminder. Each authr must have a Current disclsure status befre the submissin deadline, Mnday, January 8, :00 PM EST. 11

12 Financial Supprt: ADA Supprt: If the research presented in this abstract has been supprted, in whle r in part, by a grant frm the American Diabetes Assciatin, please select Yes in the drp-dwn menu. If yes, prvide the ADA grant reference number fr the award. Example: 7-13-BS-123 Other Grant Supprt: If grant acknwledgment is required, enter it in the prvided text bx. Spell ut the full name f the grant prvider. Example: Natinal Institutes f Health Abstract Bdy: Yu may enter yur abstract bdy by either clicking Enter Abstract Text r selecting Uplad a File Cntaining Yur Abstract. See the Character Cunt and Writing Standards sectin fr additinal guidelines. Create r Edit Table: Simple tables may be included if they fit within the size cnstraints f the submissin system. Use the Create a Table buttn t create a new table. Tables created using the submissin system can have a maximum f 8 clumns and 8 rws. Click the Edit Data buttn t change the cntents f the cells. In rder t add r delete rws r clumns, click the Edit Frmat buttn. Nte: Yu cannt cpy/paste a cmpleted table int yur abstract. Add an Image: Click the Add an Image buttn t uplad an image file. Uplad black and white images nly. Fr ptimum publishing quality, images must be high reslutin JPEG files. D nt uplad nn-image files such as PDF r Wrd dcuments. These will nt crrectly display in yur abstract. Keywrd(s): This infrmatin will be used t create a subject index. Select keywrds using the drpdwn list. Select a maximum f tw keywrds. A minimum f ne keywrd is required. Payment: A nn-refundable prcessing fee f $85.00 (USD) must be paid fr each abstract submitted. All payments must be received by Mnday, January 8, 2018 at 5:00 p.m. EST fr a cmplete submissin and t be cnsidered fr inclusin in the 78th Scientific Sessins prgram. Yu must fill ut all fields n the Payment page and click the Save and Cntinue buttn t cmplete the submissin prcess. Payment will be prcessed nce yu click Save and Cntinue. Review my Wrk: Please cnfirm that the status f yur abstract says COMPLETE befre the submissin deadline f Mnday, January 8, 2018, at 5:00 p.m. EST. If yu have ne r mre incmplete steps, yur abstract will nt be reviewed fr inclusin in the prgram. This is a preview cpy nly, allwing yu t view yur abstract as it currently appears in the prgram and print a cpy fr yur recrds. Yu may g back t any sectin t make edits t yur abstract until Mnday, January 8, 2018, at 5:00 p.m. EST. Editing will nt be permitted after the submissin deadline. In rder t receive a cnfirmatin , scrll t the bttm f the page and select Click Here fr a Print-Friendly Versin f Yur Submissin. 12

13 Cpyright Transfer Agreement: If the abstract is selected fr publicatin, a Cpyright Transfer Agreement will be sent t the Presenting Authr thrugh an ntificatin in early-march. The Presenting Authr will be required t agree t the terms f the Cpyright Transfer Agreement n behalf f all c-authrs designated with an electrnic signature. The frm must be cmpleted thrugh the ntificatin n later than Wednesday, March 14, 2018 fr the abstract t be included in the prgram. Create New Abstract Submissin: Click n the Hme icn in the upper right hand crner f the submissin site t begin a new abstract submissin. Technical Supprt Please cntact coasis Helpdesk at diabetes@supprt.ctimeetingtech.cm r between the hurs f 7:00 a.m. and 6:00 p.m. (CT) Mnday thrugh Friday. Fr questins regarding abstract submissin, please cntact abstracts@diabetes.rg. 13