Kidney Week 2016: Abstract FAQs

FAQ Sections

General Abstract FAQs

What is an "abstract"?

An abstract is a synopsis of the most important information from a scientific study. It provides a brief account of science being reported, including the purpose, methods, primary results, and conclusions. The abstract is based on the study's summary and conclusions.

What is a "late-breaking clinical trial" abstract?

A late-breaking clinical trial (LBCT) abstract is a synopsis of the most important information from a significant scientific study that has just concluded, is of high-impact to the nephrology community, or has crucial data that was not available in time for the regular abstract submission cycle. The LBCT abstract submission site opens on July 13, 2016, and closes on September 7, 2016 at 2:00 p.m. EDT (eastern daylight time). The late-breaking clinical trial submission site can be found at www.asn-online.org/kidneyweek starting on July 13.

General Submission FAQs

When does the abstract submission site open and close? How can I access the abstract submission site?

ASN is accepting abstract submissions from April 6 through June 8, 2016 at 2:00 p.m. EDT (eastern daylight time) and late-breaking clinical trial submissions from July 13 through September 7, 2016 at 2:00 p.m. EDT. Go to the abstract submissions login page, and enter your ASN User Login (email and password) on the bottom right side of the page.

How do I access the abstract submission site if I don't have an ASN User Login?

Click here to create an ASN account. After creating your account, go to the abstract submissions login page, and enter your ASN User Login (email and password) on the bottom right side of the page. Please note that you do not have to be an ASN member to create an account and that there is no fee to create an account.

How do I access the abstract submission site if I have an ASN User Login but forgot my password?

Click here to update your password. Please note that your password is not your ASN member number.

Can I submit an abstract if I am not an ASN member?

Yes. Nonmembers can submit abstracts without ASN member sponsorship.

Do all authors need to complete disclosures?

Yes, the abstract cannot be submitted without all authors' current disclosures on file with ASN (current as of 1/1/2016). Click here to access the online disclosure form which requires an ASN User Login. If an author does not have an ASN User Login, click here to create an ASN account, and then click here to access the online disclosure form.

How do I check to see if my authors have completed their disclosures?

During the submission process, click the "Submit Abstract" link on the left navigation.

How many abstracts can I submit?

There is no limit to the number of abstracts that an individual may submit. However, there is a $60 nonrefundable processing fee per abstract submission and $80 nonrefundable processing fee per late-breaking clinical trial submission.

What is the maximum number of characters that my abstract submission can contain?

Your abstract may contain a maximum of 2,400 characters, and the count includes characters and spaces in the following: Authors/Institutions, Title, Body, Figure, and Table. One figure counts as 320 characters.

Does the order in which the authors are listed on the abstract submission matter?

Yes, for oral or poster abstracts, the first author listed should be the lead/presenting author. Please keep in mind that the order in which authors are listed on the abstract submission will be the order in which they are listed in publications if the abstract is accepted.

How can I list a study group or team as authors?

Because the ASN abstract submission site can only recognize individual authors, click here to access the "workaround" for a study group or team.

How can I revise my abstract after it has been submitted?

For submitted abstracts needing minimal changes through June 10, 2016 or for submitted late-breaking clinical trials needing minimal changes through September 9, 2016, the lead author can email c4asupport@ctimeetingtech.com with the abstract number in the subject line and the lead author's name in the message body for a change fee of $30. After these dates, no changes will be allowed, including author updates. If accepted for presentation/publication, your abstract will be printed as it was submitted with any changes as of these dates.

How can I view my abstract after it has been submitted?

Go to the abstract submissions login page, and enter your ASN User Login (email and password) on the right side of the page. Click the "Kidney Week Abstracts" link on the top navigation bar. Scroll down and click the "Preview Abstract" button for the appropriate abstract submission.

How can I get a receipt of my abstract submission fee?

Go to the abstract submissions login page, and enter your ASN User Login (email and password) on the right side of the page. Click the "Kidney Week Abstracts" link on the top navigation bar. Scroll down and click the "Payment Receipt" button for the appropriate abstract submission.

When will I receive notification about the status of my abstract submission(s)?

ASN will email notifications to the lead authors by August 12, 2016 for abstracts and by September 30, 2016 for late-breaking clinical trials. It is the responsibility of the lead authors to notify their co-authors.

If you are a lead author and have not received your notification by these dates, go to the abstract submissions login page, and enter your ASN User Login (email and password) on the right side of the page. Click the "Kidney Week Abstracts" link on the top navigation bar. Scroll down and click the "Notification" button for the appropriate abstract submission. If you do not see this button, please email c4asupport@ctimeetingtech.com and note the abstract number in the email subject line.

How can I withdraw my abstract after it has been submitted?

Abstracts can be withdrawn through June 30, 2016, and late-breaking clinical trials can be withdrawn through September 21, 2016 by emailing c4asupport@ctimeetingtech.com. Please note the abstract number in the email subject line and the lead author's name in the email body. Abstract submission fees are nonrefundable. After these dates, withdrawal requests will be accepted on a case-by-case basis, but the abstracts may appear in meeting publications.

Embargo FAQs

What is an embargo and why does ASN enforce it?

An embargo is a request by ASN that information provided in an abstract submitted for ASN Kidney Week will not be shared until after the embargo is lifted. ASN enforces the embargo to ensure the science presented at Kidney Week is novel.

When will accepted abstracts be published and the embargo lifted?

Accepted Kidney Week abstracts, with the exception of late-breaking clinical trials, will be posted online by October 14, 2016.

Any information beyond what is contained in the four corners of the abstract may not be released until ASN lifts the embargo. With permission of the authors, ASN may selectively lift embargo prior to presentation at Kidney Week to coincide with ASN Kidney Week press briefing schedules or other press promotion.

Accepted late-breaking clinical trials (both for oral presentations and posters) are under embargo until presentation on November 19, 2016.

How will I be notified if ASN has selected my abstract for a press briefing or other press promotion?

ASN Communications staff will notify the lead author by email.

What do I do if I am contacted directly by the press to discuss my abstract?

In the event that a press representative contacts you directly, you should immediately email the ASN Communications staff and seek approval before sharing any embargoed content for any reason.

Who do I contact if I have a question about releasing information about my abstract?

Please email the ASN Communications staff.

What should I do if a sponsoring company needs to comply with SEC (Security and Exchange Commission) Fair Disclosure requirements?

You must seek ASN approval before sharing any embargoed content for any reason. ASN Communications staff and Education staff will work with you to develop an acceptable release of the required information if specific disclosures must be met or in the case of public health concerns.

Does ASN accept abstracts that have been previously published?

ASN will not accept an abstract submission if the abstract has been published or accepted for publication by June 8, 2016.

ASN will accept an abstract submission if the abstract has been submitted for publication but not yet accepted for publication by June 8, 2016.

Does ASN accept abstracts that have been presented at other meetings?

ASN will not accept an abstract submission if the abstract will have already been presented (oral or poster) at another meeting or press conference by the date of the ASN meeting.

ASN will accept an abstract submission if the abstract has not been accepted for presentation (oral or poster) at another meeting.

What happens if I violate the embargo?

If embargo is violated, ASN reserves the right to sanction the violator (authors or press).

Other FAQs

When will the accepted abstracts be available for public viewing?

Accepted abstracts will be posted online on October 14, 2016.

As the presenting author of an oral or poster abstract, do I need to register or make a housing reservation?

The lead authors of accepted abstracts and late-breaking clinical trials for oral or poster presentations must register for the Annual Meeting (fees apply) and make their own housing reservations.

What are the dimensions of the poster boards?

Poster boards are approximately four feet high (1.219m) by eight feet wide (2.438m). Posters must fit within this space.

What's the process to reproduce or reprint Kidney Week abstracts?

ASN holds the copyright for all Kidney Week abstracts. You can email your request to reproduce or reprint abstracts to education@asn-online.org with the following details: (1) abstract number and title, (2) distribution audience, and (3) distribution quantity. ASN will review all requests. Approved requests must include the following reference: "Presented at ASN Kidney Week 2016 in Chicago, IL. More information can be found at www.asn-online.org."

Additional Questions?

For technical abstract submission questions, contact CTI Meeting Technology at 217-398-1792 or c4asupport@ctimeetingtech.com.

For all other abstract questions, contact ASN Education at 202-640-4641 or education@asn-online.org.