Instructions for using the Online Abstract Submission System

Conventions used in the Online Abstract System

Submitting your abstract, one step at a time

The Online Abstract System divides the abstract submission process into steps so that authors can enter information and confirm it is correct before moving to the next step. By following the buttons at the bottom of each page in the submission process, you will automatically proceed through every step needed to submit an abstract. One page will follow another until you are finished. After clicking the submit button at each stage, you will see a growing set of information that you have entered. You should proof it each time it appears, clicking the "Next step" button at the bottom of the page if the information is correct. From the Call for Abstracts page, once you have decided to which category you will submit your abstract, the steps involved in abstract submission are:

1. Enter the title page information.
2. Name the author(s) and all contact information.
3. Submit your abstract text. We strongly suggest you draft your abstract in a word processing program first then copy and paste your final proofed version into the abstract box.
4. Enter the disclosure for each author.
5. Confirm your submission.

Information is saved at each step of the process. If you lose your Internet connection or must interrupt the process for any reason, you can easily pick up later where you stopped.

Making Corrections

The functions that are available to you at any phase in the submission process are shown to the left of these instructions, as links on the Abstract Control Panel. These links let you easily return and make corrections at any step along the way. If, for example, you realize after entering the 7th author that you made a mistake in the abstract title, just click on the ENTER TITLE link and change the title. If you made a mistake in an author's name, just click on the author's name in the Abstract Control Panel; the author information form will reappear in this space with the author's name on it, and you can change it right there. Select from the Abstract Control Panel when you want to go back to make revisions and don't want to back up all the way there, or if you encountered an "invalid record number" or "corrupt data" error after backing up.

When making corrections, Do Not Use the "Back" Button On Your Browser.

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Submit an Abstract

Step 1-- Enter Title

Enter the information requested under TITLE:

• the title of your presentation
• a topic choice
• presenter's email address (full contact information will be entered at a later step)
• presenter's signature (type in full name to indicate signature)
• your Training Program Director's full name

Then click the "Submit Information" button at the bottom of that page.

Within a few seconds you will receive confirmation of the information submitted and instructions on what to do next.  Soon thereafter the "Abstract Control Panel" in the left frame will be updated to show new actions now available.

If you don't see a confirmation appear in your web browser, then you might have lost your connection to the Internet. Take note of your ID number and password. (They're at the top of the Abstract Control Panel.) Re-establish your connection, and try again.

Rarely, authors will see a "Server Error" message after submitting information. This usually occurs because some of the information has been corrupted in transit. Hit your browser's "Back" button, and try submitting again. If you still get an error message, please contact technical assistance by clicking the "Report a Technical Problem" link in the Abstract Control Panel. If you encounter an "invalid record number" or "corrupt data" error after backing up, try the links in the Abstract Control Panel instead.

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Step 2 -- Add Author(s)

If you are satisfied with the confirmation of the abstract title, click the "Next Step" button at the bottom of the page. Or click the "Authors" link that now appears in the Abstract Control Panel to enter the first author's contact information. Fill in the requested information on the Author Information Sheet. Then click the "Submit Information" button at the bottom of that sheet.

Repeat the process if there are co-authors. The senior resident presenting at the conference should be listed as the first author. The system will automatically set the first author listed as the presenter. Only one presenter will be allowed.

• Complete contact information is required for ALL authors.
• Disclosures are required for all authors. Abstracts can be rejected if any disclosures are incomplete.
• An email is automatically sent to each author as they are added online. This email includes a link to the individual's online disclosure form.
• You must have an e-mail address entered for the presenter to receive confirmation of the abstract submission.

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Step 3 -- Submit Abstract Text

After the last co-author has been entered, click the Submit Abstract Text button that appears at the bottom of the confirmation page, or click the "ABSTRACT TEXT" link that now appears in the Abstract Control Panel.

• Abstract length should be no longer than 650 words, plus images. The online system does impose a 650 word limit-not including images.
• Abstract text should NOT contain title or author information; these are specified elsewhere in the submission process. It is also highly recommended that you create your abstract text in a word processing program prior to beginning your online submission and use that program to check the word count.

Optional: relevant photographs/illustrations clarifying and/or supporting the work. In particular, clear pre- and post-operative photographs using comparative views should be included for abstracts concerned with the cosmetic quality of results. Do not label with author name(s). See Special Note # 9 below, and adhere to the following technical points:

• Submit figures in color if at all possible.
• Figures should be submitted in high resolution JPEG. PowerPoint figures are acceptable but not ideal.
• Figures should be saved in "RGB" mode.
• Figures should have a resolution of 300 dpi or greater.
• Physical dimensions of figures should be 3.25" wide for single-panel figures, or 6.5" wide for multi-panel figures. As a general rule, the bigger, the better.

There are two ways to upload the text of your abstract on this step:

• Type/Paste. You can type or paste the words into the box and then upload those words. Click the "Type/Paste" button below. You can also copy and paste your text from a word processing program. All formatting will be preserved-including tables. There is no need to shorten lines so they fit inside the box. The text will wrap automatically to fit.

• Browse. If you have composed your abstract in a word processor you can save it as an HTML file (sometimes called HTM or web page format), and then upload that HTML file. You should definitely use this method if your abstract includes an equation, a table, a chart, or a picture. Click here for instructions on converting an MSWord document (.doc) to HTML.

If you need to upload an HTML file:

• Specify the location of your HTML file.
• Specify the name(s) of your graphic(s) files, if necessary, and their locations.
• Click the Submit button.

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Step 4 -- Disclosure

A completed disclosure must be filled out for each author. An email will be sent to each author with instructions to log in and complete this step.

Step 5 -- Confirmation

You will be given one more chance to review your abstract. Please correct any errors that you see. Then click the button at the bottom of that page, labeled "Conclude Submission".

You will see "Abstract Submitted" at the top of the next page if your abstract has been submitted successfully. If an error occurs during submission and you don't see this message, please report this to our technical support staff and retrieve your abstract later and try resubmitting the text.

You only need to click the button labeled "Conclude Submission" once. Any changes that you make to the submission afterwards will automatically be displayed to the chair when your abstract is reviewed.

You will receive confirmation of your submission at each step. Take note of the abstract ID number and password assigned to your submission. With that information you can return to this page if you lose your Internet connection, or if you must interrupt the submission process, or if you would like to modify your submission at any time prior to the deadline.

Look at the confirmations carefully. Most authors (and all editors) can find mistakes in the first submission of an abstract. If you see an error, just click the appropriate link in the Abstract Control Panel and correct it. After you have submitted all required information, including the text and any images, you should see all of that information in the confirmation on your screen; if you don't, it means that the information was not received and you should try again.

Abstracts that are too large will not be accepted or stored. If you receive an error message telling you to reduce the word count or the image size(s), please do so; otherwise, no text or images will be stored.

If the text was submitted as an HTML file and must be edited:

1. Locate the original file on your computer.
2. Edit the text in your word processor or HTML editor.
3. Save it again in HTML format.
4. Upload it again.
5. Repeat the process as required until you receive confirmation that the text has been accepted.

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Retrieve and Modify an Existing Abstract

To retrieve and view or modify an existing abstract:

1. Return to http://asps.confex.com/asps/login.cgi
2. Have your Abstract ID number and password handy when you return.
3. Enter your abstract ID and /Password and click the "Login" button.
4. Use the Abstract Control Panel to view or modify the desired part of the abstract. For instance, click Enter Title to change a title. Then click the Submit button to send your changes.
5. To correct abstract text that was submitted as an HTML file, see above.

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Withdraw a Paper

1. If the Abstract Control Panel is visible and the desired abstract ID appears at the top of it, then skip to #2 below. Otherwise:
   • Return to http://asps.confex.com/asps/login.cgi
   • Enter your abstract ID and /Password and click the "Login" button.
2. Select WITHDRAW from the Abstract Control Panel.
3. Between TITLE and KEYWORDS, select "Withdraw (delete) from program".
4. Under the Comments to Organizers section, type in your reason for withdrawing your paper.
5. Click the Submit Information at the bottom of the page.
6. You will see Paper withdrawn from meeting on the confirming page.

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Reverse a Withdrawal

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Ask for help if you run into any problems.