Abstract Submission Guidelines

The intent of the scientific program at the annual meeting is to include the broadest possible scope of the science and practice of pediatric surgery. Abstracts are welcome on any subject in clinical and experimental pediatric surgery including patient series, new operations, laboratory findings, preliminary results and diagnostic techniques. Case reports are discouraged. Any Regular, International or Associate member of APSA is eligible to submit an abstract for consideration. Abstracts from Candidate and Resident members, and fellows and residents who are not members, require sponsorship by a regular APSA member.

Abstracts will be judged on originality, scientific merit, study design, clarity of expression, presentation of data, adherence to the rules of submission and relevance to pediatric surgical care or research. 

All presenters must register as delegates to the 2018 APSA Annual Meeting.
 

Abstract Submission Period

The abstract submission period was August 17, 2017, to October 6, 2017.
 

Awards

Accepted abstracts may be eligible for a variety of APSA Awards. Read the Abstract Submission Guide for eligibility requirements. Learn more about the awards and past recipients.
  • Poster of Distinction Award – APSA selects two recipients for outstanding poster presentations.
  • M. Judah Folkman Award – APSA and the Association of Pediatric Surgery Training Program Directors select two recipients for outstanding research presentation in basic science and clinical categories.
  • Quality, Safety and Value Award in Surgery – awarded to the manuscript that best demonstrates quality improvement principles, patient safety initiatives and/or addresses the value proposition by demonstrating an improvement in outcomes while at the same time reducing cost or other measures of resource utilization. The quality of the manuscript and potential impact of the intervention on the author’s own institution will serve as the primary criteria for judging.
  • Innovation Award – for best innovation abstract presented at the APSA Annual Meeting for podium or video presentation.

Abstract Submission Requirements

Abstract Title

Short and descriptive titles are preferred, avoiding declarative or interrogatory title styles.

Disclosures

Authors must disclose any financial interest/relationship that they have with any commercial interest related to the content of the presentation. In addition, authors must identify any off-label or experimental uses of any drugs that are presented in the abstract.

Informed Consent (IRB) and IACUC Approval

Institutional Review Board (IRB) and/or Institutional Animal Care and Use Committee (IACUC) approval must be indicated for all studies involving human subjects and/or animals. IRB approval is required for retrospective reviews. Indication on the abstract form that IRB/IACUC approval has been obtained implies that written approval from the appropriate institutional committee has been obtained. Authors of abstracts that are exempt from IRB approval must provide documentation of exemption in the form of a letter from the chair of their IRB, or provide a letter from the senior APSA member author on the abstract attesting to the fact that the study design meets all criteria for exemption from IRB review and approval. The program committee reserves the right to refuse claims of exemption if, in the opinion of the program committee members, the study design does not meet criteria for exemption. IRB/IACUC requirements must be satisfied upon submission of the abstract. Failure to comply with this requirement will result in the abstract being automatically withdrawn. There will be no exceptions to this rule. More detail about each approval type is below.

Any studies involving human subjects must conform to the principles of the Declaration of Helsinki of the World Medical Association (Clinical 57 Research 1966; 14:103) and must meet all of the requirements governing informed consent of the country in which it was performed. To complete your abstract submission you will be required to upload a copy of your IRB/IACUC approval (or equivalent of) or exemption for the abstract to be considered.  If you are submitting an abstract based on a cooperative group trial results (COG), your institutional IRB for that specific trial will suffice.
 

Categories

The category options are:
  • Basic Science
  • Clinical Care/Quality Improvement
  • Clinical Surgery
  • Critical Care
  • Fetal Surgery/Developmental Biology
  • Innovation
  • Oncology
  • Transplantation
  • Trauma

Keywords

Select at least one, but no more than two, keyword from the list below that best categorizes your abstract.
  • Abdominal wall defects
  • Anorectal malformations
  • Appendicitis
  • Blunt trauma
  • CDH
  • Chest wall deformities
  • ECMO
  • Esophageal atresia/tracheo-esophageal fistula
  • Gynecologic conditions
  • Hirschsprung disease
  • Intestinal atresia
  • Minimally invasive surgery
  • Neuroblastoma
  • Penetrating trauma
  • Short bowel syndrome
  • Soft tissue infections and other soft tissue disorders
  • Wilms tumor
  • Other colorectal disorders
  • Other malignancies
  • Other 

Abstract Text

  • Authors and institutions must be omitted from the abstract text. Because of the blinding process used during the review process these rules must be observed. Non-conforming abstracts will NOT be considered.
  • Abstracts must be limited to 300 words and one graphic element. A graphic element will not count against the 300 word limit.
  • Tables are limited to a maximum of 7 columns and 10 rows.
  • For best resolution, images should be a jpg or gif file, 300 dpi with a maximum file size of 15K.
  • The abstract should state clearly the purpose for the study or review, the results obtained and the conclusions. Promises to explain the work or vague presentations of data will result in rejection.
  • The reviewers prefer and will look with greatest favor on abstracts submitted in the Purpose-Methods-Results-Conclusion format.
    • The Purpose should be a succinct statement of the research question or hypothesis to be addressed.
    • The Methods should include the clinical setting (taking care not to identify the institution), sampling criteria and inclusive dates. The control group should be adequately described. Specific mention should be made of the number of experimental subjects or patients in groups (n=). The statistical method and levels of significance should be included.
    • The Results should be stated in sufficient detail to support the conclusion, with only enough interpretation to indicate relevance; extended discussion or literature reviews should be avoided.
    • The Conclusion should summarize the abstract (We conclude...) with a brief statement of findings clearly supported by the data, consistent with the research purpose, and with a minimum of further suggestions or inferences. The conclusion should be readable as a short, stand-alone statement.
  • The reviewers will consider abstracts submitted in different styles only when the above-described format is inappropriate to the content.
  • Tables, figures and graphs should not be used in the abstract unless they are simple and illustrate the central theme of the work in ways that text cannot.
  • Abbreviations conjured up for use within an abstract are discouraged. Thus, non-standard abbreviations should be avoided. There should be no abbreviations used in the conclusion. Authors agree to copy editing of the abstract.

Originality and Duplicate Submission

  1.  Abstracts are submitted with the understanding the data and essential substance are original. Members, corresponding authors and sponsors have a duty to avoid any appearance of duplicate publication.
  2. Originality requires that the data are not part of any previously published book or journal, or other work previously presented, accepted for presentation, or being considered for presentation at a regional, national or international scientific meeting or organization where papers are chosen through a peer review process (unless the other meeting will take place after APSA).
  3. If an abstract is submitted for consideration at APSA and another regional/national/international meeting simultaneously, and the other meeting takes place prior to APSA, the abstract must either be: (i) withdrawn from APSA consideration immediately upon acceptance for presentation at the other meeting, or (ii) withdrawn from consideration at the other meeting and presented at APSA.
  4. Abstract submitters can choose their preferred method of delivery (Podium Only, Poster Only, Podium or Poster, Video). Submitters whose Podium Only abstract was not chosen for oral presentation may be offered the option of a Poster presentation at the discretion of the Program Committee. The presenter may accept or decline the poster presentation option at their discretion with no associated penalty.
  5. Any work that is published or electronically available in a peer-reviewed journal before the date of the APSA meeting is NOT permissible. If a manuscript associated with the submitted abstract has been accepted for publication, the abstract must be immediately withdrawn upon acceptance for publication in journals (print or online) unless the publication date is after the annual meeting.  
  6. Exceptions to duplicate submission: (i) abstracts presented at the ACS Surgical Forum in the same year, (ii) data presented in a local city, county or state presentation or at the authors’ institution, such as at an institution-sponsored research day, citywide society meeting or statewide meeting, (iii) data previously presented in the context of an invited lecture, (iv) data presented at national disease-specific or topic-specific conferences or workshops (e.g. ELSO, COG, IFMSS, Keystone Symposium, etc.), and (iv) videos.
  7. Abstracts for consideration for the Quality Award for Value in Pediatric Surgery have a required manuscript submission to the Journal of Pediatric Surgery.
  8. Failure of authors or sponsors to comply with these guidelines will result in penalties by the APSA Board of Governors including abstract withdrawal and a potential two-year prohibition on submitting additional work to the organization.
Videos are exempt from the originality requirement. Videos that have been presented at other meetings may be submitted for consideration. 

Authors

Credit for authorship implies substantial contributions to conception, design, analysis and interpretation of data, and to writing and revising the abstract. The number of authors should be reasonable given the subject and experimental design. Data generated from multiple institutions should include an author from each institution or permission from a representative from each institution to use the data.

Sponsorship

If none of the authors are members of APSA, an APSA member must sponsor the abstract. The sponsor agrees to assume the responsibilities above. In addition to making sure the abstract is valid, ethical and understandable, the sponsor must also make sure the presentation is of value to the membership. The sponsor is expected to assist the presenter with editing should a manuscript be submitted to the Journal of Pediatric Surgery. The sponsor must provide a signed letter e-mailed to APSA Headquarters by October 6, 2017, affirming this level of supervision and assuring the program committee that oversight will continue through preparation of the presentation and the manuscript.

Corresponding Author

The corresponding author must provide a reliable email address at the time of abstract submission and must notify APSA Headquarters of any changes in contact information. In addition to acting as the liaison for the abstract(s), the duty of the corresponding author is to warrant to APSA he or she has reviewed the material to assure the quality and integrity of the work, and will supervise preparation of the presentation and the manuscript. The individual identified as the presenting author during submission is also the corresponding author. APSA headquarters must be notified of any changes in contact information.

Presentations

Presentation Limits

The maximum number of podium presentations any individual can make is two, although an individual may present an unlimited number of posters. Authors agree to present their abstracts on the days and times assigned by APSA.

Presentation Preference 

Authors shall indicate their preferred method of presentation: podium, poster, podium or poster (give APSA the option to select the method of presentation) or video. Authors agree to accept APSA's decision as final. Below are descriptions of potential ways the abstract may be presented

Podium Presentations

  • Usually complex clinical or experimental studies or a clinical series, as well as straightforward clinical series or basic science studies
  • Limited to 8 minutes: 4 minutes for presentation and 4 minutes for Q&A

Poster Presentations

  • Limited to 5 minutes: 2 minutes for oral presentation and 3 minutes for Q&A

Video Presentations

General Information
  • Most appropriate to demonstrate new techniques or operations
  • Must include an abstract submitted through the abstract submission site
  • Digital format only
  • Must include audio narration of the procedure (presenters cannot narrate from the podium)
  • Video and audio cannot contain any information identifying institutions or authors. If your abstract is accepted, you will be asked to bring an authored version of your video to the conference for presentation, which can include institution and author information.
  • Limited to 8 minutes: 5 minutes for video presentation and 3 minutes for Q&A
Format
  • Video upload maximum is 115MB.
  • Acceptable video file formats are MOV, MP4 and WMV.
Frame Size
The video should be scaled no smaller than 320 pixels wide x 240 pixels high, and no more than 720 pixels wide x 480 pixels high. An aspect ratio of 16:9 or 4:3 is required for all video submissions.
 

Notification

The corresponding author for each abstract will be notified of the status of their abstracts via e-mail by December 15, 2017. It is the responsibility of the corresponding author to notify the rest of the team.

Manuscripts

Authors of accepted abstracts are encouraged to submit a manuscript for publication in the APSA edition of the Journal of Pediatric Surgery. Additional information will be provided in January 2018. Video abstracts and display-only posters (posters without an oral presentations) are not eligible for manuscript submission.