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Annual Meeting Online Submission (AMOS) System Instructions

Welcome to the 2010 ACMP Annual Meeting Abstract Submission System

Abstract submission for the 2010 ACMP Annual Meeting is a 100% web based process. In order to complete a SUCCESSFUL SUBMISSION, understanding how the system works, what the requirements are, and what information is needed will streamline the process for you.

So prior to beginning the abstract submission process,  please take a few minutes to review the information listed below.  With a general understanding, your submission should be successful.

Abstract System Login

**ABSTRACT SYSTEM IS NOW CLOSED FOR YOUNG INVESTIGATOR SUBMISSIONS**

 

 

Overview

ACMP General Rules

Abstract Review Criteria

 

Competition Information

 

Accessing the Submission System

 

Personal Homepage


To Create a New Submission (go to)

Step 1 Title Entry
Step 2 Contributing Author Information Entry
Step 3 Program Byline: Author/Institutions
Step 4 - 7 Acknowledgements/Agreements
Step 8 Corresponding Author Information
Step 9 Withdraw Submission
Step 10 Document Upload/Rules
Review Submission Document Status Screen

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ACMP General Rules

Abstract Submission for the 2010 ACMP Annual Meeting is a 100% web based process:

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

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Abstract Submission Policy

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Prior to being permitted to upload your Abstract/Supporting Document

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Abstract Formatting Guidelines

Adhere to the following when preparing your Abstract file. The file will be uploaded to the abstract system once you have gone through the submission process:

  • Review the Sample Abstract prior to preparing your submissions.
  • Use the provided STRUCTURED ABSTRACT TEMPLATE in preparing your abstract.
  • Abstracts should be composed in Microsoft Word, Corel Wordperfect or ASCII Text.
  • Abstracts submissions are to ONLY contain text, formulas and symbols.
  • DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.
  • Abstracts must not exceed 250 words.
  • Use 8 point, Times Roman Font for the text.
  • Use 8 point, Symbol Font for symbols.
  • If embedding formulas, keep the text size at 8 point.
  • Use full justification in the document
  • Do not place hard returns at the end of each line in your abstract text. Let the text wrap to the next line.
  • Do not use 'headers' or 'footers'.
  • Add a conflict of interest statement if applicable

Structured Abstract Format Defined - REQUIRED

The abstract submission document MUST be structured to include each of the following components:

A STRUCTURED ABSTRACT TEMPLATE is provided:

**Any abstract that does NOT conform with this structured outline will be REJECTED.**

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Abstract Review Criteria

The following criteria will be used in determining the abstract score for submission's acceptance: Significance, Originality, and Practicality. If a supporting document is included, it will be used as additional information in determining the score. Depending on the score and the author's preferences, the abstract may be accepted or be rejected.

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Accessing the Submission System

Once you have accessed the system site, in order to access the submission system, you'll be prompted to login using an Abstract Submission Username and Password.

  • If you have not submitted an abstract for this meeting, enter your email address and press ”submit”.  Enter your First and Last Name and press “send it!” to have the system email you a temporary Username and Password.
  • If you have forgotten your assigned Abstract Submission System Username or Password, enter your email address and press “submit” to have the system email the information.
  • Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.

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Personal Homepage

What information is available to me on the homepage?

What can I do from my homepage?

How do I create a new submission?

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To Create a New Submission

The following are the step by step instructions to be followed once you have accessed the abstract system to begin the submission process.

Please review these instructions before you begin the process. It is imperative these instructions be followed precisely in order to generate the desired meeting program.

Young Investigator Award Competition Submissions

Each year the ACMP conducts a young investigators' competition at the Annual Meeting. Young Investigators, as defined below, are encouraged to submit abstracts for the competition. Highest scored Young Investigator submissions, i.e. the finalists, as determined by the abstract reviewers will be selected for presentation in a special symposium.

A Young Investigator is defined as a current graduate student, resident, postdoc in medical physics field, or an individual finished such a program within 24 months at the time of annual meeting.

If you wish to submit an abstract for the Young Investigator Award competition, Supporting Documents are MANDATORY for YI submissions and must not exceed 2 pages (or 750 kB) in length.

Only one first author submission from each Young Investigator can be submitted for consideration for the Young Investigator Award competition.

FINALISTS are identified on March 5 March 10, at which time the Finalists will be contacted with further instructions. Contact Laurie Hayden at ACMP HQ with any questions regarding the Young Investigator Competition.

A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization/presentation of the material. The top presenters will be announced at the Awards Ceremony night during the Annual Meeting.

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Young Investigator Best Poster Competition

The ACMP will conduct a Young Investigator's best poster competition at the Annual Meeting. Any submission that is not selected for an oral presentation will be submitted for the best poster competition.

FINALISTS are identified on March 5 March 10, at which time the Finalists will be contacted with further instructions. Contact Laurie Hayden at ACMP HQ with any questions regarding the Young Investigator Competition.

A panel of judges will score the poster displays according to criteria that include scientific merit, originality, and organization/presentation of the material. A ribbon will be placed on the winning poster display. 


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Step 1 | Title Entry

Enter the title of the abstract to be submitted.

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Step 2 | Contributing Author Information Entry

On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

If a Contributing Author is NOT Currently in the System:

Helpful Hints:

Back on the Submission Status Page:

 

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Step 3 | Program Byline: Author/Institutions

On the Abstract Submission Status screen, you will be prompted to view the 'Program By-Line' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program By-Line be VIEWED and EDITED as instructed.

What the System Generates:

To Edit the By-Line:

If all authors are from the SAME INSTITUTION:

--Use the following format when all authors are from the same institution:

T Webster*, M Warden, L Salliman, A Geyser, Memorial Sloan Kettering, New York, NY
(NOTE: The Presenting Author's name will be denoted with an asterisk.)

If authors are from MULTIPLE INSTITUTIONS:

Use of Reset Button:

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Step 4 | Agreements: Verification of Contributing Authors Statement

The corresponding author must agree to and select the following "Verification of Contributing Authors" statement button in the submission process:

"By checking this box, I verify that each author to be listed on the submitted abstract has contributed to the content of the abstract and consented to the submission of the said abstract."

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Step 5 | Agreements: Conflict of Interest Statement

To avoid the appearance of any conflict of interest, Authors of scientific presentations must disclose the names of any companies or organizations who have provided the Author with any financial support for the research being presented and whose products and/or services are the subject matter of the presentation. Such disclosure is to be made by placing the following statement at the end of the Abstract: "Research sponsored by ________ corporation."

This policy is not intended to discourage such support, or restrict the dissemination of the research as it is recognized that much scientific research is supported by organizations that have a commercial interest in the results of the research. The intent of this policy is to permit the members of the audience to form their own judgments about the research with the full disclosure of the facts.

You will be prompted to acknowledge if any company or organization whose products/services are the subject matter of your abstract has provided you with any financial support for your research.

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Step 6 | Agreements: Participation

The corresponding author must agree to and select the following "ACMP Participation Agreement" statement button in the submission process:

"By checking this box I verify that each author listed on the abstract has agreed to participate in this educational activity. It is understood that each presentation will be constructively evaluated in areas of presentation quality, achievement of educational objectives, and utility/usefulness of content. The evaluation will be confidential and communicated only to the contributing authors upon request.

I further verify that any potential conflict of interest(s), as set forth in the preceding statement, has been listed in the abstract and will be disclosed during the presentation."

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Step 7 | Agreements:   Distribution of Abstract and Presented Materials

The corresponding author must agree to and select the following "Distribution of Abstract and Presented Materials Agreement" statement button in the submission process:

"By checking this box, I verify that I have obtained permission from each author listed on my abstract allowing me to distribute the abstract at the ACMP meeting, via the ACMP website, or via any other publication that may result from this meeting.

Under this constraint, I verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the ACMP Annual Meeting for educational purposes from the appropriate copyright owner(s) and publisher(s).

Non-copyrighted materials obtained from sources such as colleagues or the web will be attributed accurately. Where possible, prior permission for its use will be obtained."

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Step 8 | Corresponding Author Information

Corresponding Author Contact Information is entered on this screen. If you are an ACMP member, first log into the ACMP website. The following required fields will automatically be completed for you. The following fields are required

All Contributing Authors may access an Abstract by using their personal Username and Password.  BUT only the Corresponding Author has the ability to modify any of the Abstract information, including withdrawing the abstract or re-submitting a revised Abstract document or Supporting document.

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Step 9 | Withdraw Submission

You will be given the opportunity to withdraw the submission at this point.

If you chose to do so, this record will be deleted from the system. You would need to return to your private Abstract Homepage in order to 'create a new submission.'

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Step 10 | Document Upload/Rules

Once Steps 1 - 9 have been completed, the system will allow you to advance to the next screen in order to upload your:

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

Rules Regarding Upload of Documents

ABSTRACTS:

Young Investigators - Finalists will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. Finalists will be contacted with further instructions at a later date. Contact Laurie Hayden at ACMP HQ with questions regarding the Young Investigator Competition .

SUPPORTING DOCS:

POWERPOINT PRESENTATIONS:

For submission types where powerpoint is accepted, please ensure that the file is less than 750k (1MB for Young and Junior Investigators) or it will automatically be rejected. Alternatively, create a PDF from your supporting document and submit the PDF.

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Review Submission: Document Status Screen

This shows the status of the documents.

NOTE: If you have previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Abstract" or "Delete Support Doc" button. This will 1) notify the system that the documents will be resubmitted and 2) all references to previously submitted documents will be removed. After resetting a document, resubmit the new document through the same web-based upload process. Document Upload/Rules.

You will only have the option to reset a submitted document if it has been received as noted above.

Please be completely sure that you wish to resubmit a document before following this procedure.

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