Instructions for the Online Abstract Submission System

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Abstract submission for the 2017 COMP Annual Scientific Meeting (ASM) is web-based.  The system will be open for abstract submission from February 20th, 2017 to April 3rd, 2017 (11:59 pm Eastern Time).  Prior to beginning the abstract submission, please review the information below.  Note that submission requirements differ from previous years so please review the information carefully!

All short abstracts presented at the conference will be viewable to attendees during the conference via the COMP ASM mobile app. Both short and long abstracts (unless you select to opt-out) will be available to view or download on the COMP website.  Short abstracts will be published in Medical Physics following the meeting.  Authors of accepted abstracts are not exempt from registration fees for the ASM.

Abstract Submission Process

All submitters must log into the COMP website.  If you are a COMP member, enter your email and password.  If you don’t have an account with COMP, please follow the instructions to create an account.

Attach Media: All graphs, images or multimedia elements for long abstracts or YIS submissions must be uploaded separately here.  Media submission limits are:  Young Investigator’s Symposium – 5 files; General submissions – 3 files.

Submissions: Select the Add button; this will now bring you to the next window NEW ABSTRACT.  Please use upper and lower case when entering title. 

Submission Type

Check whether you wish to be considered for the Young Investigator Symposium (YIS) and whether you prefer Oral or Poster presentation.  Note that final presentation mode assignments will be made at the discretion of the program committee.  Any submission may be rejected.

Young Investigator Symposium (YIS)

  • Presenting author must be a current graduate student
  • Only one abstract per presenting author may be submitted for consideration to YIS
  • Previous COMP YIS winners are ineligible

General Proffered Papers – Oral Presentation          

  • Brief oral presentation (8 min plus 2 min for questions) given during moderated scientific session.

General Proffered Papers – Poster Presentation       

  • 4 x 4 hardcopy poster display.

Category

Please select the category or categories which best pertains to your Abstract.  You may select more than one category. Subject categories include: 

  • Radiation Treatment Planning
  • Radiation Dosimetry
  • Radiation Therapy Special Techniques
  • Imaging in Radiation Therapy
  • Diagnostic Imaging - Clinical Applications and Quality Assurance
  • Diagnostic Imaging - Emerging Technologies
  • Nuclear Medicine
  • Radiobiology
  • Brachytherapy
  • Quality and Safety
  • Other

Presenting and Contributing Authors

After entering the information of the presenting author, please select Add Author if there are any contributing authors.  The Contributing Author has the ability to modify any of the abstract information, including withdrawing the abstract or re-submitting a revised abstract document.

Abstracts:
Please note: As stated above, any media (figures, tables etc.) for long abstracts must be uploaded as separate files from abstract text.  This is a significant change from previous years.  i.e. Do not imbed figures into your text file as you have done previously!

Short Version:
All submissions (both general and YIS) require a short abstract.  Short abstracts, which will be published in Medical Physics, must not exceed 250 words.  They must be text only and may be cut and pasted from an existing word document.   The abstract should concisely convey key points under the headings of Purpose, Methods, Results and Conclusions. To enable blind review, do not list any author names, institutions in the space provided. 

General Submission Long Abstract

Additional supplementary information in the form of a long abstract is highly recommended for all general submissions.  The long abstract should facilitate a deeper understanding of the submitted work and consist of clearly written text and up to 3 figures and/or tables.  Section headings are provided (Innovation/Impact, Introduction, Materials and Methods, Results and Discussions, Conclusions, References) however you do not need to populate all headings for general submissions.  Please paste text and upload any media directly into the appropriate sections as required.  Under Innovation/Impact, succinctly provide a statement (one or two sentences) of the work’s innovation/impact.  The maximum number of words for the long abstract text is 750. (For reference, this represents approximately one page of text). 

You must use the Insert Image button to link to the files you uploaded in the Attach Media section above.  You may enter up to 3 media files. Graphs, images or multimedia elements may not be pasted directly into the text box.  If you have neglected to upload these files earlier, you can select the Save and close button to return to this location.

YIS Long Abstract

A long abstract is REQUIRED for all YIS submissions.  The YIS long abstract should facilitate a deeper understanding of the submitted work and should consist of clearly written text and up to 5 figures and/or tables.  The abstract must include text under all provided section headings (Innovation/Impact, Introduction, Materials and Methods, Results and Discussions, Conclusions, References).  Please paste text and upload any media directly into the appropriate sections.  Under Innovation/Impact, succinctly provide a statement (one or two sentences) of the work’s innovation/impact.  The maximum number of words for YIS long absracts text is 1500. (For reference, this represents approximately three pages of text). 

You must use the Insert Image button to link to the files you uploaded in the Attach Media section above.  You may enter up to 5 media files. Graphs, images or multimedia elements may not be pasted directly into the text box.  If you have neglected to upload these files earlier, you can select the Save and close button to return to this location.

Agreements

Author Verification Agreement (required)
The submitting author must agree to and select the following "Author Verification Agreement" statement button in the submission process:

By checking the box, you 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.

Conflict of Interest (required)
Any financial relationship with sponsoring companies or organizations about whose product or services that the Author(s) are reporting must be disclosed.  If such a financial arrangement exists, a disclosure statement must be entered in space provided after you check the box.

This policy should not discourage such support.  It is meant to allow members of the audience to form their own judgments about the presentation with the full disclosure of the facts.

Distribution Agreement (required)
The submitting author must agree to and select "Distribution Agreement" button in the submission process:

By checking this box, you verify that each author listed on the submitted abstract has agreed to permit the distribution of the abstract at the COMP ASM and/or via the COMP website and any other publication resulting from the ASM. Under this constraint, you also verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the COMP ASM for educational purposes from the appropriate copyright owner(s) and publisher(s).

Long Abstract Agreement (option)
The submitting author

Preview and Submit
You will have the option to preview and submit your abstract, or save and close to continue later.  If there are any errors or omissions, a text box will notify you.  Once you are satisfied with your submission, you can select Finalize and submit. You will be sent a confirmation e-mail that your abstract has been submitted for review.

Withdrawal of Abstract Submission
At any time before the abstract submission deadline, any submissions may be edited, finalized, or removed from the website.

After the abstract submission deadline, requests for Withdrawal of an Abstract should be sent to gisele.kite@comp-ocpm.ca.