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Click here to view FAQs for ASE’s Abstract Submission Portal
Q. What is the submission deadline?
A. Abstract submission and editing will close Wednesday, February 3, 2021 at 11:59 PM Eastern Time (ET).
Q. I can’t find the ASE abstract submission portal, did it move?
A. ASE’s new submission portal is hosted within the ASE Learning Hub. All abstract submission application resources can be found in one place, for ASE members and nonmembers alike. Download the 2021 PDF application preview here, or begin your application by clicking here. Users without existing Learning Hub accounts will be asked to create a new account before they can begin a submission.
Q. What is the fee for abstract submission?
A. A non-refundable $30.00 (thirty U.S. dollars) processing fee is required for each abstract submitted, payable online only. Purchase orders, checks, and electronic bank transfers will not be accepted. This fee covers administration and online costs associated with the submission, grading, notification, and assignment processes.
The abstract submission fee is non-refundable whether the abstract is accepted for presentation or not. There are no exceptions.
Q. The abstract submission activity lists free enrollment ($0) – why am I being asked to pay $30 at the end of my submission application?
A. While there is no cost to “enroll” in this activity and begin a submission, each submission requires a $30 submission fee to be considered complete. This allows submitters or authors to initiate an application without paying upfront. ASE has always required a submission fee for each abstract submission, payable online only. Purchase orders, checks, and electronic bank transfers will not be accepted. This fee covers administration and online costs associated with the submission, grading, notification, and assignment processes.
Q. Is there a character limit for my abstract?
A. Your abstract may contain no more than 2,250 characters, not including spaces. Regardless of the size, you may submit (3) graphics and/or tables in addition to your 2,250 characters. The submission will not be considered if the abstract exceeds the maximum character limit.
Q. How should my abstract content be formatted?
A. Abstracts of original science – Content should be structured into the following four (4) sections:
- Background:
- Methods:
- Results:
- Conclusion:
A. Clinical cases – Content should be structured into the following four (4) sections:
- Clinical Presentation:
- Imaging Findings:
- Role of Imaging in Patient Care:
- Summary and Discussion Points:
Q. May I use abbreviations in my abstract?
A. Yes, you may use a maximum of five (5) unique abbreviations in the body of the abstract. No abbreviations may appear in the title. Keep in mind that abbreviations increase the difficulty of reading and evaluating abstracts, which will be considered in the review process.
Q. I’ve already submitted several sections of my abstract, but I don’t see them when I click on the submission portal. Why didn’t they save?
A. The individual sections of your application are not saved within the Learning Hub. This allows each user the ability to submit multiple applications out of sequence if needed. Rest assured your information has been saved and is accessible to you via revision request if needed. We recommend that you request an email copy of each portion of the application as they are submitted for your own records.
Q. Why is my abstract considered incomplete/why haven’t I received submission confirmation?
A. Abstracts are considered incomplete if a required action in the submission process was not performed (such as a missing section or missing payment) and/or if the text of the abstract has fewer than 300, or more than 2,250 characters (not including spaces). To complete your abstract or revise the sections already submitted, you may return to ASE’s Learning Hub and request a revision link within the submission portal. You will be notified via email if a portion of your abstract submission requires attention or is considered incomplete. All revisions must be completed by 11:59 PM ET on Wednesday, February 3, 2020. Submissions considered Incomplete after this deadline will not be considered for presentation.
Q. How do I revise a section I already submitted, including adding author names or correcting spelling errors?
A) To revise an existing portion of the application, simply visit the portal within the Learning Hub, and navigate to the Edit/Update application tab. Fill out the request form and you’ll be emailed a link to view and edit the application. You may edit your submission until 11:59 PM ET on Wednesday, February 3, 2020 to edit your abstract. After this date, you may not revise or resubmit an abstract in order to make corrections. Rather, the abstract may be withdrawn or, if accepted, the error may be indicated during presentation.
Q. How do I submit a second or third abstract? How many abstracts can I submit?
A. If you began the process of submitting your first abstract, you will already have the Abstract Submission: ASE 32nd Annual Scientific Sessions in your Learning Center under the “Current” tab. You may simply launch this item again by clicking “resume”, and begin completing the application with information for your second submission.
There is no limit to the number of abstracts you can submit. However, an author may present no more than two abstracts. If ASE accepts more than two submissions from an author, one of his/her co-authors must present any additional abstracts. The presenter of any accepted abstract must be one of the co-authors listed on the original submission. Please note that authors may not submit the same research; abstracts containing identical or nearly identical data from the same institution and/or individuals will be rejected.
Q. Do I have to complete my first submission before beginning my second?
A. No, you may begin a new submission before completing your first. Be sure to create a new and unique application password for all subsequent submission applications, and request a copy of each section as it’s submitted for your own records.
Q. Will my abstract automatically be considered for the Weyman Young Investigator’s Award Competition?
A. No, investigators must submit an additional brief manuscript of up to 1,500 characters to be considered for the competition. The use of tables and graphics within the additional manuscript is limited to a maximum of 1 graphic and 1 table, or 2 graphics. Abstracts not selected as finalists in the competition will automatically be considered for general presentation.
Q. Will my abstract automatically be considered for the Haluska Sonographer Research Award Competition?
A. No, sonographer (non-physician) investigators must indicate that they would like to be considered for the competition when submitting their work. Abstracts not selected as finalists in the competition will automatically be considered for general presentation.
Q. Can I submit my abstract under more than one submission category?
A. No, abstracts may only be submitted for consideration under one category. Abstracts that appear to be replicate versions of a single study will be rejected.
Q. When will I find out if my abstract has been accepted for presentation?
A. ASE will send an e-mail notification to the presenting author on Friday, March 12, 2021. Only the person listed as the presenting author will receive this notification. The presenting author is then responsible for notifying additional co-authors. Notifications will be sent to all presenting authors whether the abstract is accepted or rejected.
Q. Are all of the listed co-authors eligible for the reduced abstract presenter registration rate?
A. Yes, all authors listed on accepted abstracts are eligible to register in the Abstract Presenter category. Abstract Presenter registration will open Friday, March 12, 2021.*
*Please note: If you are submitting an abstract for ASE 2021 and wish to receive the discounted registration rate for abstract presenters, please do not register for the meeting prior to receiving an acceptance notification. No refunds/adjustments will be given for full-price registrations submitted prior to notification.
Q. I submitted the same abstract to multiple organizations. If it is accepted elsewhere will ASE still consider it for presentation?
A. No, an abstract is not eligible for consideration and/or presentation if the paper has been presented at a U.S. national or international meeting held in North America or if the manuscript of the abstract has been published prior to the 32nd Annual ASE Scientific Sessions.
Q. How do I withdraw my abstract?
A. Withdrawal requests submitted before OR after the submission deadline of February 3, 2021, should be emailed to abstracts@asecho.org. Include your abstract control number, title, and the presenting author’s name in your email.
Q. Whom do I contact with additional questions?
A. View our Guidelines for Abstract Preparation and Submission, visit our FAQ page, or click here to submit a Help Desk ticket. Please email any withdrawal requests to abstracts@asecho.org.