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SOT ABSTRACT SUBMISSION GUIDE Updated 8/16/17
Abstract Site Open Tuesday, August 15 to Monday, October 9, 2017 (11:59 AM US ET)
Note: Effective with the SOT 2018 Annual Meeting, all accepted poster abstracts will be
placed into all‐day poster sessions (9:15 AM to 4:30 PM). Authors will not be asked to present
their posters for the entire session. Author‐attended times will be assigned in one of four 90‐
minute time blocks within the poster sessions held Monday through Wednesday.
SOT requires that all posters remaining pinned to the boards for the entirety of the poster
session.
Abstract submission site URL: tinyurl.com/ybmpbm9r
TABLE OF CONTENTS
Logging In and Affirmations ...........................................................................Page 2–3
Abstract Title, Presentation Preference, and Category………………………………Page 4–5
Author Entry ...................................................................................................Pages 6–9
Changing Presenting Authors and Author Order ...........................................Pages 10–12
Abstract Entry ................................................................................................Pages 13–14
Conflict of Interest Declaration ......................................................................Page 15
Sponsor Information ......................................................................................Page 15
Abstract Fee ...................................................................................................Page 16
Keywords Entry ..............................................................................................Pages 17–18
Final Review of Abstract ................................................................................Page 19
Payment and Receipt Information .................................................................Pages 20–21
Designates common oversights/pitfalls of SOT abstract submitters.
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Enter the Abstract submission site. Returning users: If you submitted a scientific session
proposal or abstract for the 2016 through 2018 Annual meetings, you should use the same
Login—usually your email address—and Password). Click the lock icon on the right side of the
page if you’ve forgotten your password. New users: Click on the link to create a new account.
After logging in: Click New Submission option
Note, after you entered one or more abstract, the summary page will appear. Click the abstract you wish to revise
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AFFIRMATIONS: The Rules and Guidelines should be reviewed prior to checking the boxes.
Checking all boxes is required. The “Content Rules” and “Use of Animals in Toxicology” pages
are hyperlinked from the SOT wesbite for your convenience.
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SUBMISSION STEPS appear on the left side of the page. You can move around from one step to
another as needed.
Important: Before submitting your abstract, be sure all of the check marks appear in
the submission steps section, or your abstract will be incomplete and not reviewed by the
program committee!
TITLE step: Enter your title. You may also paste the title from an existing document; special characters
should paste successfully from the document as well. If special characters do not paste, use the
formatting options in the tool bar, or the special character palette, as needed:
Click SAVE AND CONTINUE to proceed to next step.
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Note: If you are pasting the title in from an existing document, depending on which browser you are
using, you may notice unrelated characters populating the title confirmation field in red. Also, the site
may produce a notice in red that the title will be formatted according to SOT standards. Clicking SAVE
AND CONTINUE will ensure the correct title is entered.
Select your PRESENTATION PREFERENCE:
Click Save and Continue after completing each step.
CATEGORY step:
At least one Category is required.
Click Save and Continue after completing each step.
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AUTHOR step: Presenting (First) Author fields are pre‐populated based on abstract site log‐in of the
submitter; required fields designated by an asterisk. The name may be changed if necessary:
Presenting Author Institution/Contact Information:
Enter state, Country, email address:
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Presenting Author Information (con’t):
Optional Student Presenting Author field
Indicate Member status here
If you wish to Chair a
Poster or Platform session
at the Annual Meeting,
click YES. Student and
postdocs highly
encouraged to click YES.
Adding Authors (note: the Presenting author will always appear in the blue block):
Click here to Add Author.
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Add your additional authors, one at a time (note, the institution fields may be pre‐populated with the
presenter author information; you may change this as needed):
Email addresses of all authors requested in case authors wish to upload the abstract, if accepted, as an
e‐poster:
Click Save and Continue to enter next author Author Member status required
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As you add authors, your Author list will grow. Click Add Author to continue adding authors.
Author in blue block will always be Presenting (First) Author:
[Use Edit or Remove author fields as needed]
Change who is Presenting:
To change the Presenting (First) Author
Change the Order these Author(s) are listed: To revise presentation order.
NOTE: If you change the Presenting author, you should move that author to the top of the list
using this function, in order for the Presenting author to be listed first in the SOT Annual Meeting
publications.
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To change the Presenting author:
Click the radio button to the left of the new Presenting Author’s name. Click Save and Continue when
you have finished:
You will be prompted to enter or verify the new Presenting Author’s contact information in the Author
step, and select a “Wishes to Chair” option:
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The new Presenting Author will then appear in the blue block. Note the “author block” above the
author list. This is how the authors will be displayed in the SOT publications:
In order to have the new Presenting author (Janice Smith) appear at the top of the author block, use the
“Change the Order these Authors are Listed” function.
To Change the Order these Author(s) are listed: Re‐order the authors as needed.
Click Save and Continue to review the revised order
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Revised Author Block and author list:
Click Save and Continue if all of your author information is correct.
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ABSTRACT step: Note the maximum character limit of 2,300 (not including spaces).
Most browsers will preserve special character formatting if you copy and paste your abstract from an
MS Word file. However, a special character palette download is available if you wish to use it (the MS
Word palette may take a few moments to download).
Abstract writing suggestions from the Scientific Program Committee:
1. Avoid pronouns (“we concluded…”)
2. Clearly state the purpose or hypothesis of the study
3. Be sure to include data/results
4. Make sure the relevance to toxicology is clear
Enter abstract text for manually entering abstract OR
Upload a file containing
abstract
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Enter or Upload Abstract:
A “Review Abstract” page will appear. You can edit your abstract here
Click Save and Continue if the abstract is ready to submit.
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PERCEIVED OR REAL CONFLICT OF INTEREST step: Check the box that applies to you and click Save and Continue.
SPONSOR step: Answer the question in this step. If any author listed is a Member, click YES. If no authors are
members, an SOT member name must be entered as a Sponsor. SOT HQ will audit this
information.
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ABSTRACT FEE step. You may submit payment now, or complete the final three steps (Keyword, File
Attachment, and Review My Work) and re‐visit the Payment step as your final step (see page 21 for
more information). Navigate to the next step using the step boxes on the left‐hand side of the screen:
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KEYWORD step:
Important: At least one keyword is required. Your abstract will not be completed, and
reviewed by the Scientific Program Committee, unless at least one keyword is entered.
The keywords allow meeting attendees to reference abstracts by using the printed index in the final
programs.
Keywords appear as drop‐down menu options in the 1, 2, and 3 fields below. Keywords are grouped
together in alphabetical order, by primary (main) keyword (in all caps) and secondary keywords (lower
case). You can select either a primary keyword or a secondary keyword.
If you have a Chemical Entity or a term not listed in
the drop‐down menu to enter as a keyword, use the
fill‐in fields. Note: These fields are limited to 50
characters including spaces. If text is entered that is
longer than 50 characters, the text will cut off at the
50 character limit.
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Click Save and Continue
(Note: the system may take you back to the Payment step if you have not paid the submission fee yet).
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REVIEW MY WORK Step: This step can be reviewed before paying for the abstract submission, although a red “Incomplete” message will appear at the top. For a PDF or printable copy of
the abstract summary, click here (this option also appears at the bottom of the Review My Work page).
Make sure all checks appear in the Steps or the abstract will be incomplete and the Scientific
Program Committee will not review your abstract.
Be aware that a Delete option appears at the bottom of the page.
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Submitting PAYMENT:
Click the Abstract Submission Fee step. $50.00 is the payment fee for all submitters; click the radio
button.
Only credit card transactions are acceptable (MasterCard, Visa, American Express, Discover)
After the payment is processed, you will be directed to the confirmation screen. A printable receipt is
available here. After clicking “here,” bring up the page and click the right mouse button to produce a
PRINT option.
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After completing the payment steps, the following statements will appear in the Review My Work step,
along with the abstract title, full author block abstract, categories, conflict of interest summary, sponsor
information, and keywords:
Be aware that a Delete option appears at the bottom of the page.
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