Abstract Submission Guidelines

Review the submission guidelines, topic categories, presentation information, and abstract-related policies. The deadline to submit an abstract to the ASCO Quality Care Symposium is June 12, 2018, at 11:59 PM ET. Please visit Abstracts for additional key dates regarding abstract submissions.

Abstract Subsmission Categories

Authors must select one topic category and one subcategory that best fits the subject of their abstract. The ASCO Quality Care Symposium Program Committee reserves the right to recategorize an abstract.                                                                             

  • Big Data Studies            
    • Studies that Involve New Combinations of Databases
    • Studies Using Existing Registries or Databases
  • Projects Relating to Equity, Value, and Policy
    • Changing Landscape of Provider Organizations
    • Guideline Concordant Care Initiatives
    • Health Disparities
    • Impact of Regulation and/or Deregulation 
    • Integrating Non-oncology Clinicians into Care Delivery
    • Measuring Value and Costs
    • Payment and Insurance Reform
    • Specialty and Manpower Issues
    • Team-based Approaches to Optimizing Care Delivery
  • Projects Relating to Patient Experience
    • Caregiver Burden and Well-being
    • Improving Communication and Impacting Behavior
    • Integration Patient Experience Assessment and Patient Reported Outcomes into Practice
    • Provider Impact on Quality From the Patient Perspective
    • Shared Decision Making and Patient Engagement
  • Projects Relating to Safety
    • Human Factors Engineering, Information Technology, and Patient Safety
    • Incident Learning Systems
    • Incorporating High Reliability Principles and Tools
    • Peer Review
    • Prospective Risk Assessment and Reduction
    • Safety Culture Initiatives
    • Standardization Efforts to Improve Safety
  • Technology and Innovation in Quality of Care
    • Impact of Telemedicine on Access to and Quality of Care
    • Tools for Care Coordination
    • Tools for Management of Treatment and Adverse Effects
    • Tools to Reduce or Eliminate Regulatory and Administrative Burden
    • Use of Clinical Pathways
    • Use of IT/Analytics to Improve Quality
       

Submission Requirements

  • Summaries of new, ongoing, and updated research related to the quality of cancer care will be acceptable for submission and presentation. Case Reports and abstracts on “trials in progress” or ongoing clinical trials are not suitable for submission to this Symposium.
  • Prior Publication: For a study to be eligible for acceptance to the ASCO Quality Care Symposium, the contents and conclusions of the abstract must not be presented at any scientific, medical, or educational meeting of 500 registrants or more or be published in a scientific, medical, or educational publication (in any medium), in whole or in part, before the Symposium. The exception to this is presentation at the 2018 ASCO Annual Meeting (see Policies and Exceptions).
  • First Author Disclosure: Author conflict of interest disclosure must be declared at the time of abstract submission. If the first author is employed by a company as defined by the CMSS Code for Interactions with Companies, an alternate presenter who does not have a relevant employment relationship must be named if the abstract is selected for presentation in an oral abstract session.
    • Company: Defined in the CMSS Code for Interactions with Companies as “a for-profit entity that develops, produces, markets, or distributes drugs, devices, services or therapies used to diagnose, treat, monitor, manage, and alleviate health conditions. This definition is not intended to include non-profit entities, entities outside of the health care sector, or entities through which physicians provide clinical services directly to patients.”
    • First, last, and corresponding authors are required to answer additional questions specific to their abstract for informational purposes only. All submissions are peer-reviewed.
  • Abstract Withdrawal Deadline: If a First Author chooses to withdraw his or her abstract for any reason, a request must be emailed by August 20, 2018. Any abstract withdrawal request received after this date will be considered on a case-by-case basis and cannot be assured removal from the Symposium Proceedings
  • Confidentiality Policy: Submitted abstracts are considered final and both CONFIDENTIAL and EMBARGOED from the time of submission. Compliance with the Confidentiality Policy by all parties related to the abstracts is the responsibility of the first author, and the first author will be held accountable for any violation of the ASCO’s policy. Prior to the information being publicly released in conjunction with the ASCO Quality Care Symposium, the author, coauthors, sponsor of the research, journalists, and others may not
    • Make the information public, or provide it to others who may make it public (such as news media),
    • Publish or present the information or provide it to others who may publish or present it, or
    • Use the information for trading in the securities of any issuer, or provide it to others who may use it for securities trading purposes.

For a study to be eligible for acceptance into the ASCO Quality Care Symposium, information contained in the abstract, as well as additional data and information to be presented about the study at the Symposium, must not be disclosed by any party before the findings have been publicly released in conjunction with the Symposium. If information from the abstract or additional study data are disclosed in advance of public release, the abstract will be subject to rejection or removal unless an official Confidentiality Policy Exception applies. 

Guidelines

Please make special note of the following when preparing your abstract

  • Describe the objectives and results of the research in the abstract so that the Planning Committee can evaluate the quality and completeness of the abstract.  Abstracts will be judged solely on the basis of the data in the submitted abstract.
  • Organize the abstract according to four sections, identified by the following headers: Background, Methods, Results, and Conclusions.
  • Do not use proprietary names in the title or body of the abstract.  If necessary, you may include the proprietary name in parentheses directly after the generic name on first use in the body of the abstract.
  • Do not refer to study results or conclusions in the title of the abstract.  The title should objectively describe the study.  The program committee reserves the right to edit conclusive titles.
  • You may include one data table with the abstract. Do not include illustrations or graphics.
  • Do not exceed 2,000 characters (approximately 300-350 words), not including spaces, for the total of your abstract title, body, and table. 
  • Individuals may serve as first author of more than one abstract.
  • List no more than 20 individual authors for each abstract.  In addition to the 20 authors, an authoring group may also be listed to indicate the remaining authors.  Make sure that all coauthors meet the definition of authorship as stated by the International Committee of Medical Journal Editors in the Uniform Requirements for Manuscripts Submitted to Biomedical Journals. In addition to the 20 authors, an authoring group may also be listed to indicate the remaining authors.
  • Although clinical trial registration is not required for abstract submission, publication, or presentation, certain clinical trials are required to be registered by law and/or prior to journal publication. If a clinical trial is already registered, the first author will be asked to provide the name of the registry and the trial registration number during the abstract submission process. The clinical trial number will be included in the published abstract.

In order to successfully complete an online submission, authors will need to provide the following information:

  • First Author (Presenting Author): The name, institution, telephone number, and email address of the first author is required. The first author (presenting author) will receive all future correspondence from ASCO.
  • Coauthor(s): The name, institution, and email address of each coauthor. Academic degrees of coauthors are not needed.
  • Corresponding Author: A corresponding author may be identified to be contacted with any questions by the ASCO Quality Care Symposium Planning Committee. All other correspondence will be with the first author.
  • Track/subcategory:  The most appropriate topic category for the abstract, according to the list of topics online (which also appears above). Please note that the Planning Committee has the authority to re-categorize an abstract.
  • Disclosure Declaration: Disclosure of all relationships with companies for the first author and all coauthors is required.

​First Author Responsibilities

The First Author must: 

  • Verify that, if necessary for the work reported, the clinical research represented in the abstract was approved by an appropriate ethics committee or institutional review board and, if appropriate to this research, informed consent was obtained for all subjects.
  • Verify that all coauthors are aware of the contents of the abstract and support its data.
  • Agree, on behalf of all authors, to transfer copyright to ASCO.
  • Agree to present the abstract if it is selected for presentation at the Symposium. This includes being present during the scheduled time of a poster session.
  • Agree that the same contact information and email address will be used for each abstract if submitting more than one abstract.
  • Identify the corresponding author.  If you would like someone other than the first author to be contacted with any questions by the review committee, please designate within the abstract submitter.  All other correspondence will be with the first author.
  • Adhere to the ASCO's Policy For Relationships With Companies (Journal of Clinical Oncology 2017 35:7, 796-798) and obtain disclosure information from all coauthors using the appropriate disclosure forms.
  • Comply with ASCO's conflict of interest management decisions, including the potential for slide review prior to presentation. For more information on these procedures, see ASCO’s Implementation Plan to Manage Relationships with Companies for CME Activities.
  • For abstracts containing original research, for the first, last, and corresponding authors provide disclosure specific to the research sponsor on participation in a speakers’ bureau, employment, and ownership interest. Original research means a systematic investigation designed for the purpose of expanding knowledge or understanding, including the analysis of data. For clarity, a clinical trial is original research under this definition, and a summary or review of prior knowledge is not original research under this definition.
  • Comply with conflict of interest management decisions, including the potential for slide review prior to presentation. For more information on these procedures, see ASCO’s Implementation Plan to Manage Relationships with Companies for CME Activities.

​Maintenance of Certification

Abstract presenters at the ASCO Quality of Care Symposium may be eligible to receive Maintenance of Certification (MOC) practice assessment points from the American Board of Internal Medicine (ABIM).  To be eligible, abstracts must be based on quality improvement (QI) activities that clearly follow the PDSA cycle, and include baseline and follow up data post intervention for a minimum of 25 patients. In addition, abstracts must also be accepted for oral, poster discussion, or poster presentation.

First authors should indicate during the abstract submission process whether this abstract should be considered for the receipt of ABIM MOC points. Those abstracts that are identified as having interest in receiving MOC points will be reviewed by Symposium leadership to confirm that all requirements for a QI project have been met.

First authors will receive notification of ABIM eligibility at the time of their abstract notification in late July 2018. All authors will be eligible to receive 20 ABIM practice assessment MOC points for each approved abstract.

For more information on MOC eligibility and requirements, please visit Abstract Submission FAQs and ASCO University® Practice Assessment Activities Resources.

Presentation Types

  • Oral Abstract Presentation: Selected abstracts will be presented in an Oral Abstract Session or General Session. Oral abstract presentations will be approximately 10 minutes in length. Presenting authors should use slides to accompany their presentation. Those who have disclosed relevant employment relationships with commercial interests as defined by the CMSS will be prohibited from presenting and must select an alternate presenter with no relevant employment relationships. Abstracts selected for oral presentation are also required to present a poster in the corresponding day's poster sessions. 
  • Poster Discussion Presentation: Selected abstracts will be presented in a Poster Discussion Session. Poster Discussion presentations will be 5 minutes in length. Presenting authors should use up to 10 PowerPoint slides to accompany their presentation. Those who have disclosed relevant employment relationships with commercial interests as defined by the CMSS will be prohibited from presenting and must select an alternate presenter with no relevant employment relationships. Abstracts selected for poster discussion presentation are also required to present a poster in the corresponding day's poster sessions. 
  • Poster Presentation: Selected abstracts will be presented in poster sessions and are hung all day with two scheduled viewing periods. Depending on the day of the presentation, the viewing periods will either be held during lunch and an evening reception, or over breakfast and lunch. First authors should be available for at least one of the two daily viewing periods to informally answer questions from attendees regarding the information presented. 

Merit Awards

Based on funding availability at the time of the award, a limited number of Merit Awards may be given to fellows who submit high-quality abstracts. Merit Award recipients will receive a monetary stipend, as well as complimentary registration for the Symposium. Fellows who wish to apply for a Merit Award should check the box in the abstract submitter, indicating they wish to apply for a Merit Award. Each applicant will be required to upload a letter of support from his or her Training Program Director and a two-page curriculum vitae. Individuals who are selected for a Merit Award will be notified of their award in late July 2018.

Correspondence

ABSTRACT NOTIFICATIONS

Each first author (presenting author) will receive an email acknowledging receipt of the abstract after initiating a submission and after completing a submission. The first author (presenting author) will receive a letter of notification from the Program Committee regarding its decision by late July 2018. 

Please contact ASCO Quality Care Symposium Staff with questions.