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Abstract Submission Information and Procedures

Abstract Submission Deadline: 1 March 2012

SSR 2012 Abstracts

The SSR Program Committee welcomes abstracts reporting new basic, clinical, and/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 of each abstract will receive an automated email confirmation containing 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 94 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 Abstract Information page during the submission process. 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 Business Office will check first authors and will contact you if you are listed as first author on more than one abstract; you will be asked to either confer with your co-authors and change the first author of one of the abstracts (requiring the new first author to confirm expected attendance at the annual meeting) or you will be asked to withdraw one from presentation consideration. The Program Committee will not make this choice for you.

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 Information 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 (EST) 1 March 2012. 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 the abstract uploaded by the submission deadline.

Notification of Acceptance

All authors will be notified by email of the SSR Program Committee’s decision regarding acceptance of the abstract as soon as possible. This page will be updated with a more specific date after the submission deadline. As in previous years, acceptance notifications will be sent 6–8 weeks after the submission deadline, and presentation notifications will be sent 2–3 weeks later.

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 (1 March 2012) 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 described in the abstract.
  2. SSR Membership: Membership in SSR is not a prerequisite for submission of an abstract. (Note: SSR Trainee Membership is a prerequisite for Trainee Research, USDA, and Lalor Awards consideration. Please see the Awards page for more information.)
  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 have a unique 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 no later than one week prior to the start of the meeting. Only a co-author of the abstract will be considered an acceptable replacement and that co-author should not be giving another presentation at this meeting. 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. The presenting author must register for the annual meeting before the registration deadline. If the presenting author has not registered by this deadline, the abstract will be withdrawn.
  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, including number of subjects per group or number of replicates per treatment, pertinent data, and statistical analyses; and
    4. statement of conclusions.
  8. Do not use phrases such as “will be discussed” or “will be presented.” Do not cite references and do 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 including trademark and copyright symbols.
    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 and your work count before entering your abstract in the system.
  10. Competitions: Individuals wishing to be considered for SSR Trainee Merit Awards (Trainee Research Awards, Cornelia Post Channing New Investigator Award, Lalor Foundation Merit Awards, and USDA NIFA AFRI 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. Author(s) disclosure(s) must 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 2012 Online Abstract Submission Site.

To submit an abstract, you must Register:

  1. Go to the submission site and under “Register (New Users)” on the left, enter e-mail address and click “Create Account.”
  2. User Account and Login Information: complete the fields on this page to complete your user information including your password; click "Save and Continue" at the bottom.

You may begin the submission process, save your abstract, and return to continue working on it. When you have completed the submission process, 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

  1. Read the Deadline and Procedures page; you may want to print this page. Tick the box that you have read this page and click "Save and Continue" when ready.
  2. Complete the Presenting Author Page.
    1. Complete additional information for the presenting (first) author.
    2. Indicate Eligibility/Consideration for Trainee Merit Award(s)
    3. Complete Author Affirmations for Presenting Author
  3. Click "Save and Continue" when ready.
  4. Additional Co-Author Information. Click on "Click here to add a new Author" and add each author in the order he/she appears on the abstract. Each author must provide a unqiue email address.
  5. Click "Save and Continue" when ready.
  6. Abstract Information. You may cut and paste from your document file for the Title and Abstract. If you have font formatting such as bold or italics, you must use standard HTML codes around the content:
    1. Paste in the Title.
    2. Paste in the Abstract. The abstract body is limited to 3500 characters, including spaces. The system will show your remaining characters to make it easier to edit if necessary.
    3. Choose your Topic Category from the drop-down list provided.
    4. Indicate your Presentation Type preference.
    5. Indicate 1-5 Keywords from the drop-down list provided or type in the Keywords if not available in the drop-down list.
  7. Click "Save and Continue" when ready.
  8. Submit Summary Page. Proof each section; click on the section "Edit" link to correct or change any section content. Click "Save and Complete" when ready to submit the Abstract.

You may print the Confirmation page and you will receive a confirmation email. Please make a note of your submission confirmation number for future reference and correspondence with the Business Office.

Once completed you can view, edit, or remove this abstract until the Submission Deadline, 1 March 2012. If you need to make changes to or withdraw (see item #10 of the "Rules Governing Submission of Abstracts") the abstract after the deadline has passed, you must contact the Business Office (ssr-am@ssr.org).

Submission Process Details

Deadlines and Procedures

This page must be read and affirmed as read by ticking the box "I have read and agree to the deadline and procedures" at the bottom of the page.

The "Presenting Author" Page

Step 1: Presenting Author Information.

Enter Presenting (First) Author information. Additional Co-Authors will be entered on the next page.

Step 2: SSR Trainee Merit Awards.

Skip this section if you are not eligible for Trainee Awards. To be considered for SSR Trainee Merit Awards (Trainee Research Award—Platform Presentation, Trainee Research Award—Poster Presentation, Cornelia Post Channing New Investigator Award, USDA NIFA AFRI Merit Award, Lalor Foundation Merit Award), please complete this section. 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" for Presentation Type.

To be eligible for SSR Trainee Merit Awards:

  1. You must be a Trainee member of SSR in good standing. NOTE: SSR Trainee Membership is not required for the Cornelia Post Channing New Investigator Award.
  2. Your dues for 2012 must be paid by 1 March 2012.
  3. Your mentor’s signature must be on file with the SSR Business Office by 1 March 2012.

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 3: Author Affirmations.

Please read and confirm the five statements summarizing the conditions for submitting an abstract for presentation at the 2012 SSR Annual Meeting. Confirmation of the five statements is mandatory.

The “Additional Authors” 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 Information" Page

Step 1: 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). Special characters and Greek letters cut and pasted from Microsoft Word will be retained.

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 2: Abstract.

After you have composed your Abstract in your word processing program, check the word and 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. Cut and paste the text of only the body of your abstract directly into the text box provided. Special characters and Greek letters cut and pasted from Microsoft Word will be retained. 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 use the phrases “will be presented” or “will be discussed.”
  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 character limit.

Step 3: 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 4: 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.

Step 5: Keywords.

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 “Submit Summary” 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 may edit the abstract until the submission deadline. After that, you will need to contact the SSR Business Office to make a correction (ssr-am@ssr.org).