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Abstract Submission Information and Procedures

SSR 2009 Abstracts

The SSR Program Committee welcomes abstracts reporting new basic, clinical, or translational research findings concerning reproduction. You do not need to be a member of SSR to submit an abstract. There are no restrictions on species involved. Please adhere to all rules for the submission and format of abstracts. Failure to comply may be cause for rejection.

Confirmation of Submission

The corresponding author will receive an automated email confirmation with a submission ID number.

SSR Program Assignments

The SSR Program Committee will review each abstract for scientific merit and content, and will honor preference for topic category when possible. Most abstracts will be presented as posters, as the Program Committee will select only 144 abstracts for platform presentation. If you do not wish to make a platform presentation, or if you are an SSR Trainee Member and wish to compete for the Trainee Research Poster Award, please indicate “Poster ONLY” under Presentation Type, when prompted during the submission process. Submission of an abstract does not ensure its acceptance for presentation.

The SSR Program Committee encourages presentations on teaching methodologies in reproductive biology. Please submit abstracts on novel and effective methods for teaching reproductive biology or related subjects in the classroom or laboratory. Methods relating to educating graduates, undergraduates, K–12 students, or the general community are welcome. Submissions for the education session will not count against the abstract limit for research presentations (i.e., you may present [be first author] of both a research and an education abstract). To submit an abstract for the education session, please select the Education in Reproduction category from the Topic Category (TOC Category) on the Abstract Submission Web Site. Please contact the SSR office (email: ssr-am@ssr.org) if you have questions.

All Abstracts Must Be Submitted Online

Submission deadline is Midnight (PST) 16 March 2009. Please see the Submission Procedures below for specific instructions. You will be able to save your submission-in-progress in the system; however, the submission must be completed and uploaded by the submission deadline.

Notification of Acceptance

The corresponding author will be notified by email of the SSR Program Committee’s decision regarding acceptance of abstract and program assignment no later than 15 April 2009.

Rules Governing Submission of Abstracts

  1. General Requirements: Abstracts must consist of original material not submitted for publication prior to the deadline for submission of abstracts to SSR and not presented at another major national or international meeting prior to that of the SSR. Data and conclusions presented at the meeting must be based on the same research as the abstract.
  2. SSR Membership: Membership in SSR is not a prerequisite for submission of an abstract.
  3. Authorship: An individual may be first author on one and only one abstract and make only one presentation at the meeting; however, an author’s name may appear on more than one abstract (exempt: abstracts submitted in the Education in Reproduction category; authors may be first author on one Education in Reproduction abstract and on one abstract in another category). Every author must provide an email address where he or she may be contacted.
  4. Presentation: The first author must present the abstract. Any exception must be approved by the Chair of the Program Committee. Each author must agree in principle with the information and conclusions contained within the abstract.
  5. Meeting Attendance: Submission of an abstract constitutes an agreement that the presenting author will attend the meeting to present the abstract, if the abstract is accepted.
  6. Certification: The presenting author must certify that the conditions for submission have been satisfied and that all ethical and animal and human welfare considerations have been met.
  7. Content: Abstracts must be written in clear, concise, and grammatically correct American English. Abstracts must contain the following:
    1. statement of specific objectives, unless given by the title;
    2. brief statement of methods, if pertinent;
    3. summary of results; and
    4. statement of conclusions.
  8. Do not use phrases such as “will be discussed” or “will be presented.” Do not present data; do not cite references; avoid abbreviations and acronyms. Please view the sample abstracts document for layout and formatting examples. Do not include tables, figures, or references. Abstracts may not contain any type of advertising or logos.
    Note regarding Nomenclature: Although not required for abstract submission, the SSR strongly encourages the proper use of gene and protein nomenclature. Please refer to the Instructions for Authors for the Society’s journal, Biology of Reproduction, for specific requirements when formatting gene and protein nomenclature; in particular, Biology of Reproduction’s Gene/Protein Nomenclature Guidelines and Requirements outlines, by species, the formatting of genes and proteins as recommended by the bioinformatics databases.
  9. Format: The abstract—excluding title, authors, and affiliations—may not exceed 3500 characters, including spaces. If your abstract is too long it will be truncated as needed; thus, you are advised to pre-check the character count before entering your abstract in the system.
  10. Competitions: Individuals wishing to be considered for SSR Trainee Merit Awards (Trainee Research Awards, Lalor Foundation Merit Awards, and USDA CSREES-NRI Merit Awards) must indicate their eligibility at the time the abstract is submitted. The Awards Committee will select finalists on the basis of an evaluation of the meeting abstracts submitted for competition. Please read the Travel Fellowships and Trainee Research Awards pages for further details.
  11. Withdrawal: If an abstract must be withdrawn, written notice of withdrawal—signed by the presenting author—must be submitted (by fax or regular mail) to the SSR Business Office (ssr-am@ssr.org; Fax: 608-256-4610). This notice must state the reason(s) for withdrawal of the abstract and attest that all authors are in agreement that the abstract must be withdrawn.
  12. Disclosure of Affiliations: Each author must disclose any financial, personal, or professional relationships with other people or organizations that could reasonably be perceived as conflicts of interest or as potentially influencing or biasing their work. Authors’ disclosures should also appear on the oral abstract presentation slides or poster presentation board.

Submission Process for Meeting Abstracts

All abstracts MUST be submitted online. Use the SSR 2009 Online Abstract Submission Site. Please visit the following page for a description of support software and hardware:

To submit an abstract, you must be a registered user in the Bench>Press System. If you are a registered author or reviewer for Biology of Reproduction, you do not have to re-register on this site, and you may use the same username and password for the SSR 2009 Abstract Submission site. If you are a registered user for another Bench>Press-hosted journal (e.g., Journal of Andrology, Development, The FASEB Journal, Genes & Development, etc.) you may enter the abstract site, but you will need to create a profile for this site, including your contact information. Please note: if you are using the system for the first time, you must create an account before you can submit an abstract. To do so, please click on the Home button on the navigation bar, click on Create a new account.

You will need a copy of your abstract in word processing format and as a PDF.

The word processing file will be used for review. Acceptable word processing formats are Word and WordPerfect. Word 2007 files must be “saved as” a previous version of Word, as “.docx” file formats are not currently accepted. Choose US English. In Word, click Tools on the toolbar; select Language, and then Set Language. Select English (US) and click OK. In WordPerfect, click Tools on the toolbar; select Language, then Settings; scroll to find English - US, and click OK. Please use Times Roman, Arial, or Helvetica font; please do not use the Calibri font.

The PDF of your abstract will serve as a back-up file and should be formatted correctly so that staff may verify your uploaded information. The Sample Abstract Document shows exactly how your PDF should be formatted.

You may begin the submission process, save your abstract, and return to continue working on it. When you have completed the submission process by successfully uploading a PDF of your abstract, a confirmation page will appear that allows you to check the data you have entered, proof your abstract, and approve your submission. After you approve the submission, the presenting author will receive an acknowledgment by email that the abstract has been submitted successfully.

To Submit an Abstract (from your Author Area at http://submit.ssrabstracts.org)

  1. Click “Submit an Abstract”
  2. Complete the Abstract Metadata page
    1. Step 1: Number of Authors
    2. Step 2: Topic Category (TOC)
    3. Step 3: Title
    4. Step 4: Abstract
    5. Step 5: Author Affirmations
    6. Step 6: Eligibility/Consideration for Trainee Merit Award
    7. Step 7: Presentation Type
  3. Complete the Keywords page
  4. Complete the Author Information page
  5. Complete the Abstract PDF File Upload page
  6. Approve the Proofing page

Submission Process Details

The “Abstract Metadata” page.

Step 1: Number of Authors.

Enter the total number (use an Arabic numeral) of authors listed on the abstract; include yourself if you are an author on this abstract.

Step 2: Topic Category.

Choose a topic category from the drop-down list by clicking on the category. You may select one and only one category per abstract. On the next screen, you will be able to select up to five keywords that help categorize your abstract more specifically, or you may type in additional keywords at the bottom of that screen if the choices provided are not adequate.

Also:

Step 3: Title.

Type the title in upper and lower case letters, using italics as necessary; end the title with a period. Please note that special characters and formatting will not be retained: please use the HTML special character formatting (e.g., symbols, Greek letters, superscripts, subscripts, italics, etc.) information available on the submission site.

Example 1

Example 2

Step 4: Abstract.

After you have composed your Abstract in your word processing program, check the character count. The body of the abstract (excluding title, authors, and affiliations) may not exceed 3500 characters, including spaces. If your abstract is too long, it will be truncated as needed. Cut and paste the text of only the body of your abstract directly into the text box provided. Please note that special characters and formatting will not be retained: please use the HTML special character formatting information available on the submission site. This is the version that will be reviewed by the Program Committee. Click here for examples of correctly formatted abstracts.

Three Important Notes about Abstracts:

  1. Do not present data.
  2. Do not cite references.
  3. Avoid abbreviations and acronyms.

Step 5: Author Affirmations.

Please read and confirm the five statements summarizing the conditions for submitting an abstract for presentation at the 2009 SSR Annual Meeting. Confirmation of the five statements is mandatory.

Step 6: SSR Trainee Merit Award.

Click “Yes” or “No/Does Not Apply” indicating your eligibility and desire to be considered for an SSR Trainee Merit Award (Trainee Research Award—Platform Presentation, Trainee Research Award—Poster Presentation, USDA CSREES National Research Initiative Merit Award, Lalor Foundation Merit Award). The SSR Awards Committee will evaluate the meeting abstracts for the competitions. Please note: in order for your abstract to be considered for an SSR Trainee Research Poster Award, you must select "Poster ONLY" when you get to Step 7, Presentation Type.

Step 7: Presentation Type.

Indicate “Poster ONLY” if you do not wish to make a platform/slide presentation, or if you wish to be considered for a Trainee Research Poster Award. For this award, the Awards Committee will consider only those abstracts submitted for “Poster ONLY.” Indicate “Either platform or poster” if the abstract may be placed in either a platform or a poster session. These abstracts will be considered only for a Trainee Research Platform Award.

The “Keywords” page.

You may choose as many as five keywords from the list that further explain or refine the topic of your submission. You may also add other keywords if the choices provided are not adequately descriptive.

The “Author Information” page.

Enter each author’s email address, name, institution, city, state, and country in the order each appears on the abstract. Each author’s email address is required to be provided. Note: the first author is always the presenting author. You may add or remove authors on this page.

The “Abstract PDF File Upload” page.

This version of your abstract should be formatted correctly so that staff may verify your uploaded information.

The “Proofing” page.

Please review your submission carefully. Check all special characters and symbols in the title and body of your abstract to make sure that all have been rendered correctly. If the characters appear to be correct on this page, the characters have been entered correctly and will appear correctly in the final program. Please print this page for your records, and then Approve the submission. Subsequently, you will receive an email acknowledging your submission and providing information about the review and selection process by the Program Committee.

If you see an error post-submission, you will need to contact the SSR Business Office to make a correction (ssr-am@ssr.org).