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Abstract Submission Information and Procedures

Abstract Submission Deadline: 15 February 2011

SSR 2011 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

All authors 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 on the first page of the submission process (Abstract Metadata page). Submission of an abstract does not ensure its acceptance for presentation. You may present (be first author of) only one abstract, except for Education presentations (see below).

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 the first author of] both a research and an education abstract). To submit an abstract for the education session, please select the Education category from the Topic Category (TOC Category) on the Abstract Metadata page during the submission process. 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) 15 February 2011. 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

Due to the large number of abstracts, the review process has taken longer than anticipated. All authors will be notified by email of the SSR Program Committee’s decision regarding acceptance of the abstract by Monday, 28 March 2011. Notification of the date and time of each abstract’s presentation will be sent no later than 15 April 2011.

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 category; authors may be first author on one Education 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 Chairs 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 animal and human welfare and ethical 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, please precheck 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 NIFA 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, email, 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. All authors will receive a written confirmation of the withdrawal by email.
  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 2011 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. You can do one of the following:

  1. Use the same log-in you used last year for SSR 2010. If you have forgotten your log-in, please use the link on the homepage (http://submit.ssrabstracts.org) and click on “Password Help.”
  2. If you are a registered author or reviewer for Biology of Reproduction, you may use the same username and password for the SSR 2011 Abstract Submission site.
  3. If you are a registered user for another Bench>Press-hosted journal (e.g., Journal of Andrology, Development, Journal of Biological Chemistry, The FASEB Journal, Genes & Development, etc.), you may use the same username and password for the SSR 2011 Abstract Submission site.
  4. Create a New Account. Please note: if you are using the Bench>Press system for the first time, you must create an account before you can submit an abstract. You are encouraged to do this in advance. To do so, please click on the Home button on the navigation bar (http://submit.ssrabstracts.org), and click on Create a new account.

For numbers 2 and 3 above, you will need to create a profile for the SSR Abstract Submission site, including your contact information. Each journal site requires different information and only you, the registered user, can add, edit, and link your personal information to each Bench>Press journal site.

Please make a PDF copy of your abstract for upload. The PDF of your abstract will serve as a back-up file for verification of authorship and special characters. It is essential that this PDF file 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, all authors 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.
    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 (see below) 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 lowercase letters (Title case), using italics as necessary; use appropriate ending punctuation (period/full stop or question mark). Please note that special characters will not be retained; use the XML Entity codes for math symbols, Greek letters, and other special symbols.

Text formatting such as superscripts, subscripts, italics, and boldface will not be retained unless the following HTML tagging is used:

Formatting Start Code End Code
Italics <i> </i>
Boldface <b> </b>
Underline <u> </u>
Superscript <sup> </sup>
Subscript <sub> </sub>

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, although they may appear initially when you copy-and-paste from Word, will not be retained; please use the special character formatting described above for the title. 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.

Funding information may be included at the end of the abstract, and will be included as part of the 3500 character limit.

Step 5: Author Affirmations.

Please read and confirm the five statements summarizing the conditions for submitting an abstract for presentation at the 2011 SSR Annual Meeting. Confirmation of the five statements is mandatory.

Step 6: SSR Trainee Merit Award.

Click “Yes” or “No/Does Not Apply” to indicate your eligibility and desire to be considered for SSR Trainee Merit Awards (Trainee Research Award—Platform Presentation, Trainee Research Award—Poster Presentation, USDA NIFA NRI Merit Award, Lalor Foundation Merit Award). The SSR Awards Committee will evaluate the meeting abstracts for the competitions. Please note: 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.

To be eligible for SSR Trainee Merit Awards:

  1. You must be a Trainee member of SSR in good standing.
  2. Your dues for 2011 must be paid by 15 February 2011.
  3. Your mentor’s signature must be on file by 15 February 2011.

NOTE: If you have not received membership or renewal confirmation from the SSR Office for your Trainee membership, please email us immediately at ssr-am@ssr.org.

Trainee Award Descriptions:

Qualifications for Trainee Merit Awards

Step 7: Presentation Type.

Indicate “Poster ONLY” if you do not wish to make a platform/slide presentation, or if you wish to compete 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 author appears on the abstract. An email address is required for each author. 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, all authors will receive an email acknowledging your submission.

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