SSO 2016 Call for Abstracts Full Instructions

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1 SSO 2016 Call for Abstracts Full Instructions ABSTRACT SUBMISSION DEADLINE: Monday, September 14, 2015, 11:59 (Eastern time) Please scroll down and read this entire page. You may want to print a copy for reference as you work through the submission process. IMPORTANT INFORMATION Given the increasing resources required to manage the Society's abstract review management process, there is a one-time $60.00 submission fee for each abstract submitted for consideration to the 2016 Annual Cancer Symposium. (There is no charge for resubmitting an edited abstract.) Click here for Video Abstract Submission Instructions. All other guidelines apply, unless noted. Please read and follow all instructions on each page as you proceed through the system. Navigate this system either by clicking the Save & Continue button at the bottom of each page or by clicking the Step # links in the sidebar on the left-hand side of each page. Do not use your browser's Next and Back buttons. We recommend that you proceed through the system in a step-by-step fashion, carefully completing each screen in turn. To save your entries, you must click the "Save" or "Save & Continue" buttons at the bottom of the page or a different "Step #" link on the left sidebar menu. In addition, changes/additions will not be displayed, and thecharacter Counter will not correctly record the number of characters used, until after you go to the next page. This system has a 30-minute time-out feature. After 30 minutes of inactivity, the system will automatically log you out. If this happens, your entries to that point WILL BE SAVED and you will be returned to the place where you left off when you log back in. If you get a "Page Cannot Be Displayed" error, you probably have been logged out. Required elements of this system are designated by an asterisk (*) either in the sidebar or next to an individual data entry field. If you fail to complete or make an error when entering required data, an Error Page containing a list of incomplete or erroneous items will be displayed after you click the Abstract Submit button. You will need to go back and correct these errors before your submission will be accepted. Please print and keep a copy of the acknowledgement you receive when you submit your abstract. Please keep a record of your Control ID number. You will need it to communicate with us or with the Support Team about a specific abstract. After successfully submitting an abstract, please return to the "View Submissions" screen, click on "View Proof" in the last column next to the appropriate abstract and print and keep a copy of the screen containing a copy of your abstract, the date and time submitted, etc. To Log Out, click the "Log Out" button on the top left of your screen. You may edit your abstract at any time prior to the submission deadline. You will need your SSO User ID and your Password to re-enter the system. In order to edit an abstract that has been

2 submitted, you must first return it to "draft" status and then you must submit it again after you complete the edits. Failure to resubmit an edited abstract will mean that the abstract will not be reviewed. Technical questions or problems with the system should be directed to the Abstract Central (ScholarOne) Support Team. They can be reached by clicking the Get Help Now button at the top right-hand corner of the screen or by ing Please be sure your message contains your name, phone, and an explanation of the problem. Tech Support is available 12:00 a.m. to 8:30 p.m. US Eastern time, Monday through Friday. Please do not contact SSO with technical questions about the system. However, general questions about the submission and review process may be directed to the Education Program Manager at SSO by phone at , or by at SUBMISSION INSTRUCTIONS Please adhere strictly to these instructions when preparing your abstract. Failure to do so may result in your abstract being withdrawn. Abstracts presented at other national meetings or previously published should not be submitted. Please see Step 1 for full details. NOTE: SSO will not accept abstract submissions from authors and/or co-authors who are employees of pharmaceutical, biotech or medical technology companies. NOTE: Abstracts should include at least one SSO member as an author or coauthor. SSO applicants should contact the Membership Staff at info@surgonc.org if you have any questions. NOTE: Science only! Abstracts may NOT be about products or lines of business. NOTE: Authors of accepted abstracts MUST present at SSO ABSTRACT FORMAT INSTRUCTIONS CHARACTER LIMIT: There is a limit of 2,300 characters for the text of your abstract submission. This includes the title and abstract body, including all spaces. TITLE: The title should be entered in mixed case (upper and lowercase letters). DO NOT enter the title in all capital or all lower case letters. Do not use formatting tags in the title (with the possible exception of the lowercase tag). The title will be formatted automatically by the system at the time of print production. Abbreviations must not be used in the title. Use generic product names in the title. Titles with product/brand names will disqualify the abstract. INTRODUCTION: The introduction should be 2 or 3 brief sentences describing the objectives of the study. METHODS: A description of the methods used to conduct the study must be included (i.e., retrospective chart review, prospective trial, etc.). Detailed descriptions of laboratory techniques

3 should not be included (i.e., measurements were made of calcium, phosphate and creatinine). Do not mention the institution where the work was performed in the body or title of the abstract. RESULTS: The results should occupy one-half to two-thirds of the abstract, and specific data necessary to evaluate the abstract should be included. If there is concern that additional data would enhance the abstract, then please strongly consider including it. Statements such as "data will be discussed at the presentation" are grounds for disqualification. CONCLUSIONS: The conclusion should be no more than 2 or 3 sentences regarding the significance of the results in the context of the original objectives. QUESTIONS TO ADDRESS IN THE ABSTRACT: 1. Why was the study conducted? 2. How was the study conducted? 3. What were the results of the study? 4. What is the importance of the results? COMMON REASONS WHY ABSTRACTS ARE REFUSED: 1. No Learning Objective identified 2. Incomplete disclosure information 3. Paper presented or published elsewhere (excepting Team Science submissions) 4. Previously reported study 5. Too little data 6. Inadequate controls 7. Methods of study not indicated 8. Insignificant study 9. Abstract did not conform to guidelines 10. Author or Institution mentioned in body or title 11. Conclusion is questionable in relationship to data presented 12. No SSO member is listed as author or co-author 13. Authors are employees of pharmaceutical, biotech or medical technology companies POLICY REGARDING PREVIOUSLY PRESENTED/PUBLISHED ABSTRACTS: Abstracts accepted and presented at and NATIONAL or GLOBAL meetings (other than those mentioned directly below) prior to March 5, 2016 are not eligible for presentation at SSO Nor will SSO accept abstracts that represent previously reported studies, except those submitted in the Team Science sub-category. POLICY REGARDING ASCO GI AND BREAST CANCER MEETING ABSTRACTS: An abstract submitted for presentation at the 2016 ASCO GI Cancer and/or 2015 Breast Cancer Symposium may also be submitted for presentation at the SSO MANUSCRIPT REQUIREMENT: While not a requirement, a manuscript suitable for publication in the Annals of Surgical Oncology may be submitted by authors of abstracts accepted for oral presentation prior to or at the 2015 meeting. The Annals of Surgical Oncology has the right of first refusal for all manuscripts submitted for the meeting. Contact the SSO or ASO office for details.

4 TIPS FOR USING THIS ONLINE SOFTWARE To ensure that your data is entered correctly, please follow all directions carefully. We recommend that you proceed through the system in a step-by-step fashion, carefully completing each screen in turn. When you have completed the abstract submission process, please print a copy of the submitted abstract. In order to print, go to the Submitted Abstracts section on the View Abstracts page, and click on "print". 1) DEADLINE: The deadline for electronic submission of abstracts is 11:59 pm (Eastern time), September 14, ) ABSTRACT LIMIT: There are no restrictions on the number of abstracts that a single author may submit or be listed as a co-author. 3) CHARACTER LIMIT: There is a limit of 2,300 characters for the text of your abstract submission. This includes the title and abstract body, including all spaces. 4) SPECIAL CHARACTERS and FORMATTING: If you copy and paste the title and/or body from your word processor, most special characters will transfer. You can replace special characters and/or insert formatting tags using the character palette. 5) TABLES and GRAPHICS: You may add ONE figure to your abstract. This may be a table or an image. Characters will not be deducted from the total character count for tables and images. Images and tables can be easily edited or deleted any time before the submission deadline. (Note: No figures allowed for Video abstracts) 6) AUTHORS: Please enter all authors and their locations (including yourself) in the order they should appear in the heading of the abstract. All authors must be listed with full first name, middle initial, last name and degree.your name is defaulted as the presenter and first author. Please adjust if this is incorrect. NOTE: SSO will not accept abstract submissions from authors and/or co-authors who are employees of pharmaceutical, biotech or medical technology companies. 7) ABSTRACT PROOF: Carefully check the proof of your abstract. Make sure all special characters and formatting are displaying properly in your proof. If you find errors, return to the appropriate page by clicking on the page name in the sidebar menu, and make your corrections. 8) SUBMITTING YOUR ABSTRACT: If you have not completed all required sections/items or if your character count exceeds 2,300, you will be unable to submit your abstract. In the case of missing items, you will be prompted to enter the missing information. When all required information is entered, click the "Abstract Submit" step on the sidebar menu.

5 9) TECHNICAL SUPPORT: If you have any difficulty with the submission process, please contact ScholarOne Technical support. The address and phone number are available by clicking on the "Get Help Now" link located in the upper right-hand corner of each page of the site. NOTE: 1. In order for your abstract to be considered for SSO 2016, you must comply with these instructions. 2. Notification of the Program Committee's decision will be made in mid-october Author's work will be reproduced from original abstract without editing. (exception: Video abstracts) Authors of accepted abstracts are expected to register for the Annual Cancer Symposium and pay the meeting registration fee.

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