Scientific Sessions Abstract Information

Requirements for Submission

• Prior Publication: An abstract is not eligible for submission if it has been presented at another national or international meeting or will be published prior to the 70th Scientific Sessions, June 25-29, 2010. Failure to notify the Association of such publication or presentation will result in a moratorium on the submission of abstracts for all authors in question for one year.
  
• Sponsorship and Authorship Requirements: Authors are NOT required to be members of the ADA. However, a current member of the ADA is required to sponsor (validate) the abstract. There is no limit to the number of abstracts an author may submit. However, an author of an abstract may appear as the lead author on only two (2) abstract submissions.
  
  

  • An ADA Member may appear as author, co-author, or sponsor of an abstract. Members who sponsor a non-member's abstract should verify that the latter is conforming to submission guidelines. A member is not limited to the number of abstracts he/she can sponsor.
    
  • A Non-Member may appear as an author or co-author, but cannot appear as a sponsor.

If you need assistance in locating an ADA Member to sponsor your abstract, please email abstracts@diabetes.org. Be sure to include your city, state, and country in the body of your email.

• Disclosure Information: As a provider of continuing education through the Accreditation Council for Continuing Medical Education, Virginia Nurses Association, Accreditation Council for Pharmacy Education, the American Psychological Association, and the Commission on Dietetic Registration, it is the Association's policy to ensure balance, independence, objectivity, and scientific rigor in all of its educational activities. The ADA has implemented a policy where everyone who is in a position to control the content of an educational activity must disclose all relevant financial relationships with any commercial interest. This information is required of all authors for each submitted abstract. It is the responsibility of the Corresponding Author to ensure that the disclosure information of all co-authors is entered accurately into the Abstract Submission Site.
  
• Copyright Assignment: Abstracts accepted for Oral/Poster Presentation and Published Only are published in the June 2010 supplement to the journal Diabetes. The publication of these abstracts must follow copyright assignment requirements for the journal. As such, the Presenting Author is responsible for obtaining signatures from all abstract authors on one form in order for the abstract to be published. All submitted abstracts must have a completed Copyright Transfer Agreement onfile. If the abstract is not selected for publication, the copyright will revert back to the authors. Submission of the Copyright Transfer Agreement does not imply abstract acceptance. Completed Copyright Transfer Agreement Forms must be received by February 1, 2010.
  
• Fees: There is a nonrefundable $65.00 (USD) submission fee for each abstract submitted. Expenses associated with the submission of the abstract are the responsibility of the Corresponding Author.

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Character Count & Specific Abstract Requirements

• Character Count: Abstracts are limited to 2,300 characters. The character count does include spaces. Only the abstract title, body, tables and figures count towards the limit. Characters in the author and institution section are not counted. An abstract can have up to 2 attachments (tables and/or figures). Each figure counts as 320 characters. There is no automatic character deduction for tables. However, the character count of the table counts towards the 2,300 character count limit.
  
• Abstract Body: Make abstracts as informative as possible, including a brief statement of the purpose of the study or why it was done, the methods used, the results observed, and conclusions based upon the results. Actual data should be summarized. It is inadequate to state "The results will be discussed" or "The data will be presented."
  
  

  • Do NOT use subtitles (e.g., Methods, Results) in the abstract body.
    
  • Do NOT include references, credits, or grant support information in the abstract.
    
  • Do NOT enter author, title, or grant information into the “Abstract Body” text box.
    
  • The use of standard abbreviations is requested. Examples include kg, g, mg, ml, L (liter), mEq (milliequivalent), m (meter), mmol/l (millimoles per liter), /(per), and % (percent).
    
  • Place a special or unusual abbreviation in parentheses after the full word the first time it appears, then use the abbreviation throughout the remainder of the abstract.
    
  • Use numerals to indicate numbers, except when beginning sentences.
    
  • Nonproprietary (generic) names should be used the first time a drug is mentioned and typed in lowercase letters, followed by the trade name in parentheses. Trade names are always capitalized. Example: aspirin (Bufferin).
    
  • When discussing therapeutic options, it is our preference that you use only generic names. If it is necessary to use a trade name, then those of several companies must be used. In addition, should your presentation include discussion of any unlabeled or investigational use of commercial product, you are required to disclose this at the time of presentation.

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Confidentiality Policy

• 70th Scientific Sessions Abstract Embargo Policy: Abstract authors and media are required to abide by the embargo policies governing the ADA's 70th Scientific Sessions. An embargo means that information from any abstract or presentation may not be announced, publicized or distributed before the embargo date and time. This applies to all formats of abstract publication - including abstracts on CD, the hard copy Diabetes Abstract Book, online via the Association's Web site, and other presentations.
  
• Specific Embargo Date and Time: Abstracts selected for Poster Presentation or Published Only are embargoed from the time of submission until 10:00 a.m. Eastern Daylight Time, Saturday, June 26, 2010. Abstracts selected for Oral Presentation are embargoed from submission until the time of presentation.
  
• Exception: Industry announcements required by the Securities and Exchange Commission (SEC) are allowed and will not be considered an embargo break; however, no results or data may be revealed or implied.
  
• Simultaneous Journal Publication of Manuscripts: Simultaneous publication of manuscripts containing abstract data is permissible as long as the embargo policy of the ADA is not compromised. If a manuscript containing abstract data has been accepted for publication, the presenter is responsible for ensuring that the journal editor respects the ADA embargo policy. Publication of abstract data either in print or on a journal Web site prior to Scientific Sessions will necessitate withdrawal of the abstract.

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Abstract Selection Process & Travel Grant Awards

• Review Process: All abstracts submitted to the ADA are peer-reviewed through a blind review process.
  
• Selection Criteria: Originality of work, adequacy of data, and clarity of exposition are the determinants in the selection of abstracts. The final decision with respect to selection, programming, and/or publication of any abstract will be made by the Association's Scientific Sessions Meeting Planning Committee by the end of February 2010.
  
• Selection Decision: Abstracts may either be (1) selected for Oral Presentation, (2) selected for Poster Presentation, (3) selected for Published Only, or (4) not selected. Abstracts selected for Oral/Poster Presentation and Published Only will be published in the 70th Scientific Sessions Abstract Book, the June 2010 supplement to the journal Diabetes. Abstracts selected as Published Only will not be presented live at the 70th Scientific Sessions.
  
• Notification: By mid-March 2010, a letter will be emailed to the abstract's Corresponding Author, notifying him/her of the abstract's acceptance status. To ensure timely receipt of your notification, it is important that the Corresponding Author provides a correct email address. You may also check the Abstract Disposition Site in mid-March for your notification letter. You will be required to use the same Username and Password used to submit the abstract.
  
• Travel Grants: The ADA offers a limited number of Young Investigator Travel Grants to Presenting Authors who meet the grant selection criteria. Travel Grant applications will be accessible through the Notification Site and will be sent automatically to all abstracts accepted for presentation. Abstract scores from the review process will determine the Travel Grant recipients. For more information and selection criteria, please access the Young Investigator Travel Grant section of this site.

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Abstract Publication & Withdrawals

• Submission of an abstract grants the ADA the rights to publish the abstract in the journal Diabetes or in other publications produced by the ADA.
  
• Revisions: Submitted abstracts may be revised online prior to the final submission deadline: Friday, January 8, 2010 at 5:00 PM EST. After the submission deadline, the abstract may not be revised in any way. Accepted abstracts will be printed AS SUBMITTED in the 70th Scientific Sessions Abstract Book, the June supplement to Diabetes. Abstracts should be carefully written and edited prior to submission.
  
• Withdrawals: If accepted for publication, accepted abstracts will be printed AS SUBMITTED in the 70th Scientific Sessions Abstract Book unless withdrawn by Wednesday, March 31, 2010. If you wish to withdraw your abstract, the ADA must be notified in writing. The Corresponding Author must complete the Withdrawal Form and return the form to the ADA by fax or email by following the instructions on the form. Please be sure to include your abstract title and document ID and/or abstract number in your email. Only the Corresponding Author has the ability to withdraw the abstract. The abstract submission fee will not be refunded upon withdrawal.

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Program Information

• Oral Presentation: Oral presentations are 15 minutes in length. If your abstract is selected for oral presentation, you will be notified of your presentation date/time. In the event you are unable to attend, it is the Presenting Author’s responsibility to assign a co-author to present the abstract and to contact abstracts@diabetes.org regarding the Presenting Author change. Be sure to include the new Presenting Author's name, email address and contact phone number in your message.
  
• Poster Presentation: Abstract posters will be displayed for three days (Saturday, Sunday and Monday) in the Poster Hall. The Presenting Author will be notified of the date and time of his/her presentation. The Presenting Author should plan to be available on this date and time to answer questions from attendees. In the event you are unable to attend, it is the Presenting Author’s responsibility to assign a co-author to present the abstract and to contact abstracts@diabetes.org regarding the Presenting Author change. Be sure to include the new Presenting Author's name, email address and contact phone number in your message.
  
• Published Only: Abstracts selected as Published Only will not be presented live at the 70th Scientific Sessions in Orlando, Florida. However, Published Only abstracts will be printed in the meeting Abstract Book, the June 2010 supplement to the journal Diabetes.
  
• Fees: Expenses associated with abstract presentation (e.g., airfare, lodging) are the responsibility of the Presenting Author. Abstract Presenters must pay the Scientific Sessions registration fee. Please plan to register early as hotels fill up quickly. Presenters will be able to register at the reduced “Early Bird” registration rates by using special registration codes included in the oral and poster acceptance notifications. If you register early and your abstract was not accepted, your full registration fee (less a $50 USD administrative fee) will be refunded upon request up until
  May 13, 2010.

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