Abstracts Submission Instructions

Follow these steps to create an account and submit an abstract.

• Start here to access the abstract submission site. Link coming soon.
• Select the “New to This Site?” button in the lower left-hand side of the screen to create an account and a login.
  • Enter your email address twice and create a password that you will remember.
  • If you have an invited speaker password, enter it in the white box at the bottom of this page.
  • Click the “Enter” button to continue.

• User Information:
  • Enter the requested information about yourself. Do not use all capital letters. Use proper formatting with uppercase and lowercase letters.
  • Fields with an asterisk (*) are required. You will not be able to move forward until completed.
  • Once the required information is entered, click on the “Add Information” button to continue.
  
  

• First author must be the presenting author.
• If the user information entered in the previous step is the first author, select the “Make Myself An Author” button. When your information appears on the screen click the “Update author” button to add your information to the abstract.
• To add co-authors, click on the “Add New Author” button. Repeat this step to add additional authors.
• Be sure the information entered for all authors is correct as it will appear exactly as it is entered.
• Once all the authors have been added, select the “Finished adding authors” button.
• Use proper formatting with upper and lower case letters. Do not use all capital letters.
• Make sure you spell and abbreviate the same information for each author if you are at the same location, this will save you some space on your abstract or simply click the “Copy affiliation” button on the page.

Select the “Create a new submission” button.

• Enter the title of your abstract using proper formatting of upper and lower case letters. Do not use all capital letters.
• Enter the body of your abstract in the space provided.
  • You may copy and paste the body of your abstract from your personal computer into the provided space; or type your abstract into the provided space.
  • Your abstract should not exceed 3500 characters, including spaces. This includes the title, authors, institutions, the abstract body and references.
• Include the funding source(s) on the last line of your abstract or add references if needed.
• Whether you copy or type your text, you must enter special characters and formatting (such as Greek letters, subscript, italics, etc.) by using the “Special Characters” toolbar on the right of the screen. Special characters are inserted as the last character on the abstract. Use the copy and paste feature to move the special characters to the appropriate place within the abstract text box.
  

Submission Details:

On this page you will:

• Indicate your topic category,
• Indicate your preferred type of presentation (oral, poster or no preference),
• State disclosures, if applicable, and
• Indicate if you are interested in applying for any APS awards that may be available (see note below).
• Click on the “Save & Continue With My Submission” button. 

NOTE: If you are student or postdoctoral fellow and would like to apply for an APS Abstract Travel Award Competition or the Martin Frank Diversity Travel Award, be sure to check the appropriate box indicating your intent. Checking the box does not automatically enter you for the travel awards. You will need to formally apply for the awards on the APS Awards site before Friday, April 10, 2020.

After your abstract is successfully submitted with payment, you MUST click on the link that will appear in the final submission confirmation page that says “Click Once to Submit to APS”.  This will direct you to the APS Awards site in order to complete your application.

• Select “Proofread” button on the screen. Adobe Acrobat will open in a separate window.
• Make sure all Greek characters and special formatting such as italics, sub and superscripts appear accurately.
• Check that author names and institutions are correct and don’t appear twice.
• The abstract will appear as entered and reproduced exactly as viewed.
• If your abstract is too long or you wish to revise it, select the “Resubmit My Submission” button. Make the necessary revisions and then proofread again.  Repeat as necessary.
• Once you have proofread your abstract and you are satisfied you may move on to the next step.

• Select “Proceed to Payment” button, then click “continue.”
• There is a $100 nonrefundable abstract processing fee. Payment can be made with MasterCard, Visa or American Express credit cards.
• Abstract fees cannot be waived.
• The submission fee is nonrefundable, including cases in which an abstract is withdrawn.
• A receipt of the abstract submission payment will be emailed to the first author only.
• The abstract fee does not include the registration fee for the conference. You will need to register for the conference separately.
  

This is a secure site. Email the APS Meetings Office if you have a question regarding abstract payments. 

If you need additional receipts of the abstract fee payment, select “View Receipt” after you have submitted your payment.

• Select the “Continue and Review Information” button making sure credit card information has been entered correctly. 
• Select the “Submit Payment”.
• Upon successful submission of your payment, the first author will receive a confirmation email with an ID number.
• A separate email containing a receipt for the payment will also be sent to the first author.
• Keep these emails for your records. Please refer to them when contacting the APS office with questions.
• If you don’t complete the “Submit Payment” step, your abstract will not be submitted or programmed.
  

Note: If you said “Yes” to the APS Abstract Travel Award Competition or the Martin Frank Diversity Travel Award during the “Submission Detail” step, you MUST click the link on the final submission confirmation page that says “Click Once to Submit to APS”. This will route you to the APS awards application page in order to finish your award application.

• Do not submit the same abstract more than once.
• The abstract submission site allows revisions. Go to the login (Returning User) page and enter your login details to start the revision process. You will see a screen that shows your existing abstracts.
• Select the “Edit” link to make changes.
• Do not submit revisions under “New User” or you will be charged for a new abstract.
• The deadline for revisions is the same date as the abstract deadline: Friday, April 10, 2020

• To withdraw your abstract, login in as a “Returning User” by entering your login details. You will see a screen that shows your existing abstracts.
• Click on “Delete” next to the abstract ID you would like to withdraw. Provide a reason for the withdrawal in the box provided.
• The next screen will show the deleted abstract status as “withdrawn by author.” Print a copy of this screen for your records.
• Withdrawals must be completed online by Friday, April 10, 2020. 
  

Submission fees for withdrawn abstracts are not refundable.

• Use proper formatting using uppercase and lowercase letters.  Do not use all capital letters when entering your personal information or title of your abstract.
• Abstracts should contain:
  • a sentence stating the study objective (unless given in the title),
  • a brief statement of methods,
  • a summary of the results obtained (if applicable),
  • a statement of the conclusions, and
  • a short, specific title. 

Capitalize initial letters of trade names and use standard abbreviations for units of measure. Non-standard abbreviations should be spelled-out in full at first mention, followed by the abbreviation in parentheses.  

All investigations involving humans and animals reported in abstracts must have been conducted in conformance with guidelines for experimental procedures as set forth in the Declaration of Helsinki and the APS “Guiding Principals in the Care and Use of Animals.” The Organizing Committee will refuse abstracts in which evidence of adherence to these guidelines is not apparent.

All abstracts submitted for the conference will be bound within the official program and available on-site. Abstracts will be reproduced directly from the electronic submission. The program distributed on-site will serve as the official conference proceedings. Authorization of the senior author certifies that the research adheres to the APS Guiding Principles for the Care and Use of Animals. View the APS Guiding Principles.

For technical help regarding your abstract, please contact Mira Smart Conferencing. If you have questions about this conference or require assistance, please email the APS Meetings Department or call: 1-301-634-7971.