GUIDELINES FOR ABSTRACT PREPARATION AND SUBMISSION




ABSTRACT PREPARATION


  • All abstracts can only be submitted through the online abstract submission system
  • Abstracts can only be submitted when the on-line abstract submission system is open
  • Do not submit the same abstract more than once!
  • To save your abstract for editing, click on ‘Save’ in the online abstract submission system. Please note: abstracts that are saved for editing CANNOT be submitted for review. Abstracts will only be reviewed upon final submission.
  • Please click on 'Final Submission' for the abstract to be submitted for review. Please note: Abstracts that are saved for editing WILL NOT be considered for review.
  • Authors can submit more than one abstract. However, presenters that are accepted for oral presentation will be permitted to give only one presentation. Additional accepted abstract will therefore be poster only.
  • Abstract title should have a maximum of 20 words in UPPER CASE.
  • The body of the abstract must have a maximum of 300 words (system limit). The system will notify you if the abstract exceeds the word limit.
  • The body of the abstract must contain the following sections: Background, Methods, Results, and Conclusion. A detailed summary is included in 1.2 below to assist researchers in the development of their abstracts.
  • For case reports, the following sections must be included: Introduction, Case Description, and Discussion.
  • Abstract format should be in Arial Font Size 11 with Single Spacing, ‘Justified’.
  • Abstract title should be written in ALL CAPS. Avoid abbreviations.
  • Abstract title and authors’ details should be included in the applicable sections of the online abstract submission form only. Do not include title, authors’ names, and affiliations in the space for the body of the abstract.
  • Abstract authors should be listed by Last name first then First name, with each name separated by commas. The presenting author should be underlined and bold (e.g. Black Joe, Dlamini 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, Johannesburg, South Africa1).
  • When abbreviations are used, spell them out fully at first mention, followed by the abbreviation in parentheses [e.g. Human Immunodeficiency virus (HIV)]. Thereafter, use the abbreviation (e.g. HIV) throughout.
  • Abstracts must NOT contain tables and figures.
  • Abstracts must NOT contain references.
  • 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 being copy-pasted into the online submission form.


ABSTRACT STRUCTURE

  • TITLE: The abstract title should be concise and must clearly convey the subject of the abstract. This should be captured in the form of a short sentence outlining the main message of the work. Please avoid titles that are in question form (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.
  • CO-AUTHORS: Up to 10 co-authors may be included on each abstract (no exceptions). When the maximum number of co-authors has been reached, the online submission system will prevent the applicant from adding more authors. If an abstract is accepted, the presenting author is expected to register for the conference.
  • AFFILIATIONS: The e-mail address and primary and secondary institutional affiliation of each author must be added to the relevant sections. 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: sets the scene for the context and justification of the study; a brief landscape view of the field; the guiding hypothesis; the motivation for the study.
  • METHODS/DESIGN: this describes the methods used to perform the study and collect the data.
  • DISCUSSION AND CONCLUSIONS: a brief description/discussion of the conclusions that can be advanced from the data; whether the hypothesis is proven or not; whether the guiding question in the study was addressed or not; what the objective of future studies should be.

CASE REPORT ABSTRACT STRUCTURE

  • TITLE: Include name, degree and institutional affiliation. The authors included should be those who contribute significantly to the intellectual content of the case report
  • AUTHORS AND AFFILIATIONS: The authors included should be those who contribute significantly to the intellectual content of the case report.
  • BACKGROUND:
    • Describe the context of the case and explain its relevance and importance.
    • Describe whether the case is unique. If not, does the case have an unusual diagnosis, prognosis, therapy or harm?
    • Is the case an unusual presentation of a common condition? Or an unusual complication of a disease or management?
  • CASE DESCRIPTION:
    • Report the case in sequence.
    • Describe the history, clinical presentation and investigations adequately. What was challenging about the case (e.g. diagnosis or management)?
    • Highlight how the laboratory investigation added to the clinical management / prognosis. What was novel or unusual about the laboratory investigations.
    • Describe the outcome adequately. How was the outcome related to the laboratory investigation? What was the role of the pathologists / scientists / technologist?
  • DISCUSSION:
    • Discuss rationale for decisions that were made and the lesson from the case.
    • Report a literature review of other similar cases. Describe how this case is different from those previously reported.
    • Describe the instructive or teaching points that add value to this case. Does it demonstrate a cost-effective approach to management or alternative diagnostic/treatment strategy? Does it increase awareness of a rare condition?
    • Explain the rationale for reporting the case. What is unusual about the case? Does it challenge prevailing wisdom?
  • CONCLUSION: In the future, could things be done differently in a similar case?
  • All abstracts must be submitted no later than 18 April 2021, midnight, Central African Time


    ABSTRACT CATEGORIES


    Abstracts should be aligned to the PathReD 2021 Congress scientific themes:

    • Laboratory Service and Management;
    • Laboratory Diagnostics;
    • Infectious Diseases;
    • Non-Communicable Diseases; and
    • Public Health

    During submission, indicate the most suitable track for your work and whether it is for an oral or poster presentation. 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 presenting authors of abstracts 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.
    • The person who submits an abstract is, by default, considered the presenting author (this may be changed in the online submission system) and is responsible for the following:
      • Presenting the abstract for oral or poster presentation, if accepted.
      • Provide complete and accurate contact, and affiliation information for ALL co-authors; correct e-mail addresses are essential.
      • Ensure that ALL co-authors have reviewed and approved the abstract’s content.
      • 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 the selected presenting author, a co-author may take the place of the presenting author.
        • The submitting author must update the abstract submission to disclose information for the new presenter and her or his institution.
    • The new presenter must be registered for the conference.

    ELIGIBLE ABSTRACT SUBMISSIONS

    • New Submissions: Unpublished abstracts or abstracts that have never been accepted for presentation at another conference will be considered.
    • Re-submissions within 6 months: Previously published abstracts or abstracts previously accepted for presentation at another conference will be considered if they were published/presented within six months since the date of submission.
    • Declaration of Re-submission: For previously published abstracts or those accepted for presentation at another conference, authors are excepted to declare and provide details of the journal or conference. These details include name of the journal/conference and the date of publication or presentation, and whether the prior abstract is copyrighted.
    • Case studies will be accepted.
    • An abstract that is under copyright by a publication or conference should not be submitted to the PathReD 2021 Congress.

    NOTIFICATION OF ABSTRACT REVIEW OUTCOME

    • Authors will be notified of the outcome via email; it is, therefore imperative that authors submit correct email addresses.
    • Abstracts may have one of the following outcomes:
      • Accepted for Oral Presentation
      • Accepted for Poster Presentation
      • Rejected abstracts will be recommended for attendance of PathReD Scientific Writing Workshop

    COMMON REASONS FOR ABSTRACT REJECTION

    • Subject matter is not appropriate for PathReD 2021 theme
    • Abstract 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
    • Information is outdated and does not add new knowledge to the scientific field
    • Abstract is duplicative of other submissions

    COPYRIGHT


    By submitting the abstract to the PathReD 2021 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 2021 program and abstracts are protected by copyright. We require that permission to replicate or reproduce any part of all PathReD 2021 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.



  • 20 Feb 2021

    Abstract Submissions Opens

  • 18 Apr2021

    Abstract Submission Closes

  • 16 May2021

    Abstract Outcome Notification

  • 19 Apr2021

    Early Bird Registration Opens

  • 23 May2021

    Early Bird Registration Closes