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Annual Meeting
Annual Meeting
Submission Instructions: Paper/Poster Abstracts

Abstract Submission
Failure to complete all required sections of the abstract submitter will result in an incomplete abstract. Incomplete abstracts will not be reviewed.

Completed submissions will be peer-reviewed anonymously by the Annual Meeting Program Committee. Name(s) of author(s) and statements of affiliation are not allowed in the title or abstract text.

Abstract Types
Paper/Poster: The Annual Meeting Program Committee chooses submissions to be presented as papers on the basis of originality, clinical relevance, comprehensiveness, and as a stimulus for prepared discussion.

The selection committee chooses submissions to be presented as posters if they are single case studies and instrument reports with graphic material, clinical photographs, or concepts which lend themselves well to contemplation.

Paper/Poster abstracts submitted under the following categories will be considered as POSTER ONLY:

  • Computers, Information Technology
  • Electronic Health Records
  • Ethics
  • General Medical Care
  • Global Ophthalmology
  • Medical Education
  • Neuro-Ophthalmology
  • Ophthalmic History
  • Vision Rehabilitation

In general, the selection committee gives greater priority to original work.

All abstracts are reviewed as possible paper or poster presentations with the Annual Meeting Program Committee making the final decision. Submitting authors may wish to limit the abstract to paper only or poster only. If this option is selected and the author preference cannot be met, the abstract will be rejected. Abstracts with no limit have the best chance of being accepted.

  • Paper Presentations: Original scientific paper presentations will be followed by a small panel and audience discussion that may require author interaction. Paper presenters MUST prepare a "mini-manuscript" for the panelists 6 weeks before AAO 2014. Accepted paper presenters will be sent the "mini-manuscript" form to complete with further instructions. The BEST paper will be selected by the panel and announced at the end of the session. The Academy does not allow one person to present two papers within the same Original Paper Session. If an author has two scientific papers scheduled for presentation within the same session, an alternate speaker must present one of the papers.
  • Poster Presentation: Accepted poster authors will be required to create a poster and bring it to AAO 2014. The space provided for each poster is 46" vertical by 94" horizontal (1.2 m by 2.4 m). In addition to the physical poster display, accepted poster presenters must also submit an electronic version of their poster. Online posters will be available during the Annual Meeting and afterwards on the Meeting Archives. To further enhance the poster sessions, the Annual Meeting Program Committee schedules Poster Tours to guide attendees through the poster area at the time presenters are scheduled to stand by their posters. Tours are interactive and lead by experts in the field. Not all subject areas will schedule tours.

Submission
Title
The title of an abstract may not exceed 120 characters. Use title case when entering your abstract (both upper-and lowercase letters as appropriate). No special formatting is needed. Do not bold, underline or italicize the title.

Presenter/ Co-author(s)
Each author is limited to two paper/poster submissions as presenting author, and inclusion on up to four total abstracts per meeting. The author listed first is considered to be the presenting author.

EXCEPTION: These limits do not apply to videos, but they are encouraged. Author limits do not apply to instruction courses.

  • Changes to author lists will not be allowed after the submission, if the change would result in the limits being exceeded.
  • The Academy reserves the right to disqualify submissions that exceed these limits.

Submitting authors are required to provide contact information for all co-authors. Use the lookup feature while adding authors.  If an author cannot be located in the Academy database, provide their full, professional name as well as their contact email address. Academy staff will be communicating with all authors to collect financial disclosures.

Subject Classification
Please refer to the list of main subject classifications. Detailed topics are listed under these main classifications. Be as specific as possible when making your selection; you may only select one topic.

Abstract Body
Do not repeat the title in the abstract body. The following headings with formatting are required for paper/poster submissions and should appear as one full paragraph with NO hard returns for each heading.

Purpose:   Methods:   Results:   Conclusion:

Case reports are accepted for review. If the abstract reports on a single case study or is a video abstract, these headings are not required.

The word limit per submission is approximately 100 words (max of 800 characters for the body of the abstract, including spaces). If the abstract is too long, it will not be successfully submitted.

The online submitter application will automatically count any hidden formatting in the abstract when text is copy/pasted into the abstract body field. To avoid exceeding the character limits, paste only simple text. Use the formatting features above the text box to add symbols and formatting.

Study Design
A list of study designs is provided. Read through the descriptions and select the one your research follows. If you used a design not on the list, enter it in the space provided. Note: Animal studies tend to be rejected.

Précis
Paper/Poster submissions require a Précis (460 characters) as part of the application. The Précis is a concise summary of the abstract and should not duplicate the conclusion. This text will not be published and is for the use of the selection committee.

Background Statement
Paper/Poster submissions require a Background Statement (250 characters) as part of the application. This is an opportunity to relay additional information to the selection committee and should not be an exact duplication of the abstract text. The Background Statement is a succinct statement explaining the background of why this study was undertaken or reported. This text will not be published and is for the use of the selection committee.

Additional Questions
Submitters should be prepared to enter the following information into the application:

  • Do any of the authors have financial Interest? (YES/NO)
  • Is the Presenting Author Industry Employed? (YES/NO)
  • Is the research approved by an IRB? (YES/NO/NO, NOT REQUIRED)
  • Is the Presenting Author in a residency program? (YES/NO)
  • I verify that the abstract follows submission policy regarding copyright as described in the submission guidelines. (YES/NO)

Ophthalmology, the official journal of the American Academy of Ophthalmology, has a copyright agreement that gives Ophthalmology the first right of refusal on accepted papers and posters at AAO 2014. Authors submitting to the Academy for review are required to read and follow the policy regarding copyright; failure to do so may jeopardize their chances for presentation. The most important question authors should ask of their submission is: Can I give Ophthalmology the first right of refusal for this material?

The Annual Meeting Program Committee gives greater priority to original work. If the research is released by Ophthalmology and then approved for publication elsewhere, the material should not appear online or in print until after AAO 2014. See below for further explanation.

Copyright Policy
The Academy holds copyright on all scientific material presented at its Annual Meeting until and unless such material is found unsuitable for publication in Ophthalmology. Should an author wish to publish his or her material elsewhere, it may not be submitted for consideration until Ophthalmology has released the presenter from any copyright obligations.

Status Submit to AAO? Explanation
Already published abstract, bound by another copyright  NO Violates AAO submission policy.
Already published, not previously released (rejected) by Ophthalmology.  NO Ophthalmology could never have the first right of refusal in this case. AAO cannot accept for review.
Submitted for publication and authors do not know status. Not previously released (rejected) by Ophthalmology.  NO If another journal accepts material, Ophthalmology could never have first right of refusal. Authors will not be able to follow submission policy.
Abstract has been submitted to Ophthalmology for review.  YES Submission to Ophthalmology can occur at any time. Authors do not need to be notified of the status before submitting to the AAO.
Authors intend to submit to Ophthalmology.  YES Abstract may be submitted for review.
Intend to submit to other journals, not Ophthalmology.  YES, but… Authors should wait for notification from the AAO. If the AAO accepts the abstract, Ophthalmology must be given first right of refusal.
Abstract has been accepted by Ophthalmology.  YES Yes, AAO policy allows.
Rejected by Ophthalmology, authors are submitting to other journals.  YES YES, Ophthalmology has already been given the first right of refusal.
Published in another journal after a rejection from Ophthalmology.  YES YES, Ophthalmology has already been given the first right of refusal.
Presented similar material at another meeting.  YES Only IF the other organization does not hold copyright; previously presented material may be submitted.

Abstract Preparation
Prepare the abstract in advance. Abstracts are considered equally for selection, and the quality of the abstract is the single most important factor in the selection committee's decision. Please follow the checklist below:

  • Review the Frequently Asked Questions and Submission Policies.
  • Is the title descriptive of the abstract?
  • Does the title avoid gratuitous statements and irrelevant information? NAME(S) OF AUTHOR(S) AND STATEMENTS OF AUTHOR(S) AFFILIATION ARE NOT ALLOWED IN THE TITLE OR ABSTRACT, as abstracts are evaluated anonymously.
  • Does the abstract contain the four required headings for review:
    • Purpose:
    • Methods:
    • Results:
    • Conclusion:
  • Be as specific as possible. The following are frequently forgotten: sample size, study duration and follow-up, and descriptions of the novel and non-standard techniques used.
  • Abstracts with statements such as "will be done," "will be studied," "will be underway," "will be analyzed," will not be selected. Abstracts cannot be appended past the deadline.
  • With the exception of Ophthalmology, has this work been published? If so, the abstract should not be submitted unless it had already been released from Ophthalmology. If you have presented the material at another meeting it may be bound by their copyright; abstracts should not be submitted to the AAO if the material is copyright bound by another organization or publication.
  • Did you proofread your abstract? Concise and clear abstracts are graded well. Misspellings and typographical errors reflect badly on the research. When using abbreviations within the abstract text, first include the complete term followed by the abbreviation in parenthesis. Example: Vitreous Loss (VL).
  • Background Statement and Précis allow the submitting author to further communicate with the selection committee. Do not repeat the conclusion of the abstract. The précis should be a concise summary of the main finding/outcome of the study. Use these as an additional opportunity to communicate directly with the selection committee on the merits of the research.
  • Once the submission is completed, use the option to save or print a copy for your records. Keeping a copy of your submission is highly recommended.