PathReD 2019 CONGRESS ABSTRACT GUIDELINES

ABSTRACT PREPARATION AND SUBMISSION

Abstract Preparation

  • Abstracts should have a maximum of 300 words (system limit).
  • The abstract must be structured into Background, Methods, Results and Conclusion. A more detailed summary is included in 1.2 below to assist new researchers in the development of their abstracts.
  • Abstract format should be in Arial Font, Font Size 11 and Single Spacing.
  • Abstract title should be written in ALL CAPS. Avoid abbreviations.
  • Abstract title and authors’ details should be included on the applicable sections of the abstract submission form only. Do not include title, authors’ names and affiliations in the abstract box.
  • Abstract authors should be written as Last and First name of all authors and the presenting author should be underlined and bold (e.g. Black Joe, Mohlare Simon, Moore John).
  • Affiliation of all authors should be stated and superscript numbers used to distinguish affiliation for multiple authors (e.g. National Health Laboratory Service, South Africa1).
  • When abbreviations are used, spell out fully at first mention in the text, followed by the abbreviation in parentheses [e.g. Human Immunodeficiency virus (HIV)]. Thereafter, use the abbreviation (e.g. HIV) throughout.
  • All abstracts should be submitted through the online abstract submission form only, to ensure consistency. Do not send the same abstract more than once!
  • Tables and figures are not allowed.
  • References are not allowed.
  • Abstracts should be prepared off-line in advance on a word processor (such as Microsoft Word), saved and copied to plain text editor i.e. notepad before copy-pasted into the submission form.


ABSTRACT STRUCTURE

  • TITLE: The abstract title should be concise and clearly convey the subject of the abstract as a simple description. This should be captured in the form of a short sentence outlining the main message of the work. Please avoid asking questions in the title but rather be direct (e.g. instead of ‘Does laboratory turnaround time impact on clinical hospital practice?’ it is recommended that you write more directly giving an idea of the outcome of the study in the title i.e. ‘Laboratory Turnaround time impacts on clinical practice: Outcomes of a local hospital based study’).
  • AUTHOR'S NAMES: These will appear below the title with the name of the presenting author in bold and underlined. Up to 10 co-authors may be included on each abstract. Please DO NOT enter the names of additional individual co-authors that exceed the allowed number of 10 individual co-authors.
    • CO-AUTHORS: Include the name, e-mail address, and institutional affiliation for each co-author. Up to 10 may be entered (no exceptions). If an abstract is accepted, the presenting author is expected to register for the conference.
    • AFFILIATIONS: Enter the primary affiliation for each coauthor. Please spell out the full name of the institution and do not use abbreviations such as “Univ.” for “University”.
    • DISCLOSURES: Disclosure of financial relationships with commercial entities is required for the presenting author.
  • BACKGROUND: Briefly and clearly describe the hypothesis of the study. Why was the study conducted? Include a simple opening sentence or two to place the work in context and provide a basic introduction to the field. It is advised but not obligatory that the abstract is written to be comprehensible to a scientist in any discipline. Offer two or three sentences of more detailed background specific to the field your study covers. This should be followed by one sentence clearly stating the general problem/objective/aim being addressed by this particular study.
  • METHODS: Two or three sentences about the materials and methods used should be included here. Detail the experimental methods and processes employed in the study. What did you do? Explain how did you do it?
  • RESULTS: Two or three sentences explaining what the main results reveal. One or two additional sentences that follow would be useful to contextualize your results.
  • Describe the precise findings of the study; promises of results “to be determined” are not acceptable. Describe what you found and include data.
  • CONCLUSION: Two or three sentences to summarize the findings of your study whilst providing a broader perspective. Describe logically sound conclusions and reliable inferences drawn from the study results. Outline why the study’s findings important?

ABSTRACT STRUCTURE

  • The submitting and presenting authors of abstract must be registered for the congress. Senior researchers are encouraged to motivate their trainees or junior colleagues to use this opportunity to showcase their work.
  • Abstract can only be submitted when the on-line system is open for submission and cannot be submitted by email.
  • Copy the saved abstract and paste your text in appropriate sections.
  • Indicate the most suitable theme for presentation of your work and indicate whether it is for an oral or poster presentation.
  • The system will automatically notify you if the abstract exceeds the word limit.
  • All abstracts must be submitted no later than 31 May 2019, midnight, Central African Time Important.

ABSTRACT CATEGORY

Abstracts should be aligned to the PathReD 2019 Congress scientific tracks:

  • Laboratory Service and Systems Strengthening;
  • Laboratory Diagnostics;
  • Infectious Diseases;
  • Non-Communicable Diseases;
  • Epidemiology; and
  • Health Policy and Management.

Please keep in mind that the Scientific Committee, assisted by external reviewers, reserves the right, on review of the abstract, to re-assign an abstract to a category deemed more appropriate.

PRESENTING AUTHOR RESPONSIBILITIES

The person who submits an abstract is considered the presenting author and is responsible for the following:

  • Presenting the abstract for oral or poster presentation, if accepted.
  • Providing complete and accurate contact and affiliation information for ALL co-authors; correct e-mail addresses are essential.
  • Assuring that ALL co-authors have reviewed and approved the abstract’s content.
  • Providing an electronic version of a poster abstract and PowerPoint oral presentations as PDFs. Poster room credentials will not be issued until electronic versions of posters have been received.

Please keep in mind that the Scientific Committee, assisted by external reviewers, reserves the right, on review of the abstract, to re-assign an abstract to a category deemed more appropriate.

CHANGES IN PRESENTING AUTHOR

  • The author noted as the presenting author on an abstract is responsible for delivering either the oral or poster presentation if the abstract is accepted. In case of an emergency, an alternate may take the presenting author’s place. The new presenting author must update the abstract submission to disclose information for the new presenter and her or his institution. The new presenter must be listed as coauthor on the abstract and must be registered and accepted for attendance.

ELIGIBLE ABSTRACT SUBMISSIONS

  • New Submissions: Abstracts from Publications, or Presentations of Data that has not been previously published or publically presented at another conference will be considered.
  • Re-submissions within 6 months: Abstracts based on publications or presentations previously published or publically presented at another conference within the past 6 months will be considered.
  • Declaration of Re-submission: If study data or abstract information has been published, submitted for publication where publication is anticipated on or before the last 3 months before the PathReD 2019 Congress or where presentation was held or is anticipated at any other major national or international scientific/medical conference, details on these previous or upcoming presentation or publication will be requested and should be declared. These details include name and year of prior or upcoming conference, publication information or submission for publication, and whether the prior abstract is copyrighted.
  • Case studies will be accepted.
  • An abstract text that is under copyright by a publication or conference should not be submitted to PathReD 2019 Congress.

NOTIFICATION OF ABSTRACT REVIEW OUTCOME

  • After the Scientific Committee and external expert reviewers complete the review and scores all abstracts submitted for consideration, the author and co-authors who provided correct e-mail addresses will be sent e-mail notification of the abstract review outcome.
  • The following outcome categories will be used:
    • Accepted for Oral Presentation
    • Accepted for Poster Presentation
    • Rejected abstracts will be recommended for attendance of PathReD Scientific Workshop

COMMON REASONS FOR ABSTRACT REJECTION

  • Subject matter is not appropriate for PathReD 2019 theme
  • Information is outdated and does not add new knowledge to the scientific field
  • Abstract is duplicative of other submissions
  • Submission is poorly written and difficult to understand
  • Background does not summarize the hypothesis
  • Methodology described is of poor scientific merit and is inadequate or insufficient to support conclusions
  • Statistical description and evaluation is inadequate or absent
  • Summary of essential results is inadequate or absent
  • Data are not included or sample size inadequately supports conclusions

COPYRIGHT

By submitting the abstract to the PathReD 2019 Congress, the applicant transfers all copyright ownership of the abstract, including all rights incidental thereto, to the PathReD in the event that the abstract is accepted and published by the Congress. The contents of the PathReD 2019 program and abstracts are protected by copyright. We require that permission to replicate or reproduce any part of all PathReD 2019 abstract be obtained from the PathReD Secretariat; however, study data are the property of the author(s) and study sponsors as relevant. For more information, please e-mail PathReD@nhls.ac.za


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Important Dates

18 March 2019 Early Bird Registration: opens

07 April 2019 Early Bird Registration: closes

10 May 2019 Standard Registration: closes

05 June 2019 Late registration: closes