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Abstract Submission

Annual Meeting Online Submission (AMOS) System Instructions

Welcome to the 2014 Annual Meeting Abstract Submission System

Abstract submission for the 2014 AAPM Annual Meeting is a 100% web based process. In order to complete a SUCCESSFUL SUBMISSION, understanding how the system works, what the requirements are, and what information is needed will streamline the process for you.

So prior to beginning the abstract submission process, please take a few minutes to review the information. With a general understanding, your submission should be successful.

Deadline Date: Monday, March 3, 8:00 PM Eastern Time

There will be NO EXTENSION OF THIS DEADLINE.
Authors must submit their abstracts by March 3 at 8:00 PM Eastern Time to be considered for review.



Items of Interest:

  • Consider submitting an abstract for the following. Please view the Requirements.
    • John R. Cameron – Young Investigator Competition (The top 3 awardees will receive a plaque and cash award.)
    • Jack Fowler Junior Investigator Competition
    • Science Council Session – The Physics of Cancer
    • Education Session - Innovation in Medical Physics Education Competition (The top presenting abstract will be presented a plaque and a $2,000 prize)
  • Registration Fee Waivers for Presenting Authors from Developing Countries:
    The AAPM will be awarding 15 registration fee waivers to PRESENTING AUTHORS who reside and work in developing countries recognized by the AAPM.

    • Individuals who are interested in the potential registration fee waiver must complete the Registration Waiver Request Form and submit to HQ as instructed by MARCH 3.
    • Preference is given to those abstracts which are accepted for Oral presentations.
    • Only the PRESENTING AUTHORS (who reside and work in developing countries per the recognized AAPM list) of Oral presentations are eligible for the first round of the selection process for the registration fee waivers.
    • If the number of eligible authors is more than 15, the AAPM International Affairs Committee (IAC) will select one from each region. The remaining awards will be selected by IAC members from the remaining eligible authors by ballot.
    • Recipients of the registration fee waivers will be contacted by May 19, 2014.

Self Assessment Modules (SAMs): Completion of two Self Assessment Modules (SAMs) per year is a requirement for the Maintenance of Certification (MOC) process as defined by the American Board of Radiology (ABR). AAPM program organizers will identify sessions in both Diagnostic and Therapy Physics to be offered with audience response technology at the annual meeting in 2014. These sessions will allow those who require MOC to fulfill their SAMs requirements. Credits for these sessions are available only to attendees who pre-register for the modules. No SAMs registration will be offered on-site in Austin.

  • Please note that the SAMs sessions will be open to everyone, but only those pre-registered for the audience response technology will be eligible to receive an interactive response unit. Questions will be asked during the SAMs sessions, and participants must answer electronically in order to receive certification. There is no pass/fail. The idea is to assess knowledge gained during the session.
  • Meeting Registration will be available online: March 12, 2014.

General Rules and Guidelines

  • Proffered Abstracts should be original work not previously presented or submitted to any other conference, UNLESS specific permission has been granted by the Scientific Program Directors. Presenters of proffered papers at the AAPM annual meeting are encouraged to submit their work to Medical Physics for review and possible publication.
  • Abstracts failing to meet the requirements detailed herein may be rejected. See detailed information under Instructions to Authors tab for additional instructions.

Submission Details and Authors

  • Complete all information regarding the Abstract submission and contributing authors: Submission Type, Title, Subject Category, Requested Presentation Mode, Contributing Author Information, and Program Byline (Author Information, Institutions, Acknowledgements/Agreements, etc.).
  • Funding sources, financial disclosures, and conflicts of interest should be listed in the designated field. The information provided should encompass all funding sources supporting the research and disclosures / conflicts of interest pertaining to any or all persons on the author list.

Abstract

  • Enter your Abstract in the designated field. The Abstract is limited to 300 words and should be structured as Purpose, Methods, Results, and Conclusion.
  • The abstract entry field is text only and does not support symbols or equations except those shown in the table. The abstract field can not contain graphs, figures, tables, images or other multimedia objects. (These can be entered in the Supporting Document.)
  • The Abstract should NOT include Title, author names, affiliations, or other identifying information

Support Document

  • A Support Document is STRONGLY RECOMMENDED (but optional) for regular scientific abstracts and limited to 1 page.
  • A Support Document is REQUIRED for the following submission types:
    • John R. Cameron - Young Investigator Competition - a Supporting document submission is REQUIRED and limited to 2 pages.
    • Jack Fowler Junior Investigator Competition - a Supporting document submission is REQUIRED and limited to 2 pages.
    • Science Council Session - a Supporting document submission is REQUIRED and limited to 2 pages.
    • Innovation in Medical Physics Education Session - a Supporting document submission is REQUIRED and limited to 2 pages.
  • The Support Document should contain the title and supporting text as well as any equations, graphs, figures, and/or tables, but it should NOT contain author names, affiliations, or other identifying information. Preferred format is illustrated in the Sample Support Document.

Review the Sample Abstract and Sample Support Document prior to preparing your submissions.

Policy on Number of Submissions

  • An individual can present up to TWO first-authored presentations at the meeting, although the individual's name may appear on more than two Abstracts.
  • If a presenter has submitted several Abstracts for presentation as first author, the TWO highest-scoring Abstracts will be selected, and the other(s) will be rejected.

Before Submitting Your Abstract and Support Document

  • Gather each Author's full name, institution name, full mailing address, and email address.
  • Determine your requested Presentation Mode (Scientific abstracts only).
  • Determine the most relevant Subject Category.
  • The Abstract text is limited to 300 words.
  • The Abstract text should contain text only and does not support symbols or equations.
  • Support Documents:
    • For regular abstracts: Strongly encouraged (but optional) and limited to 1 page.
    • For Young Investigator Symposium: Mandatory and limited to 2 pages.
    • For Junior Investigator abstract: Mandatory and limited to 2 pages.
    • For Science Council Session: Mandatory and limited to 2 pages.
    • For Innovation in Medical Physics Education Session: Mandatory and limited to 2 pages.
    • The Support Document must be submitted as a PDF file.
    • Should contain Title but no author names or affiliations.
    • Should include a statement of "Innovation/Impact" (see Sample Support Document).
    • May contain graphs, figures, equations, tables and images. See Upload the Support Document.
    • Preferred format is illustrated in the Sample Support Document.

Presentation Modes Defined

Abstracts selected for presentation will be assigned as one of the following:

Oral Presentation

  • Oral presentation (8 minutes + 2 minutes Q/A) during scientific sessions.
  • Each scientific session room will be equipped with one digital projection system for single projection of Microsoft PowerPoint Presentations.

SNAP Oral Presentation

  • Brief oral presentation (5 minutes + 2 minutes Q/A) in a moderated session.
  • Authors are to present a very concise description covering Introduction, Materials & Methods, Key Results, and Conclusion.

Poster Presentation

  • Brief overview of poster given during designated standard poster session
  • 4' x 4' hardcopy poster(3.83’ x 3.83’ usable surface) displayed in the Exhibit Hall.

Abstract Formatting Guidelines

Adhere to the following when preparing your Abstract. The abstract text MUST be structured as follows:

  • Purpose:
  • Methods:
  • Results:
  • Conclusion:

**Any abstract that does NOT conform with this structured format will be REJECTED.**

  • Review the Sample Abstract and Support Document before preparing your submission.
  • Abstracts must not exceed 300 words.
  • Enter Abstract text directly in the designated field on the website. If you Copy/Paste from word processing software, be sure to proofread integrity of the text. Symbols and equations are not supported.
  • DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.

Abstract Review Criteria

The following criteria will be used in determining the abstract score. If a Support Document is included, it will be used as additional information in determining the score.

  • Clarity
  • Quality and rigor of supporting data
  • Significance
  • Innovation and/or scientific impact
  • Timeliness
  • Interest to the medical physics community

Accessing the Submission System

Once you have accessed the System Site (AMOS), in order to access the submission system, you'll be prompted to login using an Abstract Submission Username and Password.

  • If you have not submitted an abstract for this meeting, enter your email address and press ”submit”. Enter your First and Last Name and press “send it!” to have the system email you a temporary Username and Password.
  • If you have forgotten your assigned Abstract Submission System Username or Password, enter your email address and press “submit” to have the system email the information.
  • Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.

Personal Homepage

What information is available to me on the homepage?

  • This page will have your address information, and information on any submissions that you create or that have been submitted on your behalf.
  • The type of submission is shown next to the Title.
  • The status of each submission is shown (Incomplete or Complete).

What can I do from my homepage?

  • You may edit your personal information at any time including your username and password.
  • If submission is open, you may create a new submission.
  • You may edit any submissions where you are listed as the Corresponding Author.
  • For submissions where you are listed as a Presenting or Contributing Author only, you will be able to view, but not edit the submission.

How do I create a new submission?

  • Next to the meeting name, there is a link to "CREATE A SUBMISSION", click this link to begin the submission process.
  • The steps for submitting an abstract are outlined in the next tab.

Instructions to Authors

To Create a New Submission

The following step by step instructions should be followed once you have accessed the abstract system to begin the submission process.

Review these instructions before you begin. You will need to follow these instructions precisely to successfully create and submit your abstract.

Expand All Steps | Collapse All Steps

Identify the submission as one of the following:

  • Proffered submission
  • John R. Cameron Young Investigator Symposium
  • Jack Fowler Junior Investigator Submission
  • Science Council Session
  • Innovation in Medical Physics Education Session

John R. Cameron Young Investigator Symposium

Each year the AAPM conducts a Young Investigator Symposium (YIS) competition at the Annual Meeting. Young Investigators, as defined below, are encouraged to submit abstracts for the competition. The 10 highest scoring Young Investigator submissions as determined by the abstract reviewers will be selected for presentation in a special symposium in honor of University of Wisconsin Professor Emeritus John R. Cameron, Ph.D.

A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization/presentation of the material. Awardees will be announced at the Awards Ceremony during the Annual Meeting. The top 3 Awardees will receive a plaque and a cash award.

If you wish to submit an abstract for the Young Investigator Symposium competition, you must identify the abstract by selecting the submission type: John R. Cameron Young Investigator Symposium. All instructions given below for regular proffered submissions apply to Young Investigator (YI) submissions with the exception of the Support Document, which is REQUIRED and must not exceed 2 pages in length.

Young Investigators are not eligible for the Science Council Session.

All abstracts submitted to the YIS Competition that are NOT selected for the competition, will be considered for oral, short oral, or poster presentation.

Young Investigator Definition: At the time of abstract submission, candidates for the Young Investigators' Symposium must be a graduate student OR within one year post-graduation, and if post-graduate, candidates must be in a medical physics residency program or a medical physics related postdoctoral position.

FINALISTS will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. The letters are not to be submitted until the FINALISTS are identified in April, at which time the Finalists will be contacted with further instructions. Contact the AAPM Programs Manager with any questions regarding the Young Investigator Competition.

Only one submission from each Young Investigator can be submitted for consideration for the Young Investigator Award competition. (Note, however, the Oral Presentation Policy below).

NOTE: The winner of the Young Investigator Award Competition is not allowed to participate in the Young Investigator Award Competitions of future AAPM Annual Meetings.

Jack Fowler Junior Investigator Submission

An award for junior investigators has been established in honor of Dr. Jack Fowler, Emeritus Professor of Human Oncology and Medical Physics, University of Wisconsin.

Junior Investigators, as defined below, are encouraged to submit abstracts for the competition. One Junior Investigator submission will be selected from the highest scoring abstracts judged to be at the highest level of scientific innovation and impact, and the awardee will be announced at the Awards Ceremony during the Annual Meeting. If you wish to submit an abstract for the Junior Investigator competition, you must identify the abstract by selecting the submission type: Jack Fowler Junior Investigator Submission. All instructions given below for regular proffered submissions apply to Junior Investigator (JI) submissions with the exception of the Support Document, which is REQUIRED for JI submissions and must not exceed 2 pages in length.

A single abstract can not be submitted to both the Junior Investigator Competition and the Young Investigator Competition.

Abstracts submitted to the Junior Investigator Competition are eligible for the Science Council Session (provided, of course, that the abstract is appropriate to the topic of the Science Council Session).

All abstracts submitted to the Junior Investigator Competition that are NOT selected as the winner, will be considered for oral, short oral, or poster presentation.

A Junior Investigator is defined as one of the following. (The junior investigator must be an APPROVED member of the AAPM at the time of abstract submission):

  • Current medical physics resident, OR
  • Current postdoctoral fellow, OR
  • Staff/faculty member who is within 4 years of having obtained a graduate degree (at the time of abstract submission).

The AWARDEE will be required to submit a letter of eligibility from a Full Member of the AAPM at the junior investigator's sponsoring institution. The letter is not to be submitted until the Awardee is identified in April. Contact the AAPM Programs Manager with any questions regarding the Junior Investigator Competition.

Only one submission from each Junior Investigator can be submitted for consideration for the Junior Investigator competition. (Note, however, the Oral Presentation Policy below).

Science Council Session

A topic of particular relevance in medical physics research is identified each year, with proffered submissions on that topic considered for inclusion in a scientific session entitled the Science Council Session. Abstracts selected for the Session will be highlighted in the scientific program and given an extended presentation length.

The topic selected for the 2014 Science Council Session is: The Physics of Cancer.

The Science Council Session includes proffered abstracts on a topic at the cutting-edge of medical physics research, presented in a special, high-visibility proffered oral session. For the 2014 Annual Meeting, the Scientific Program invites abstract submissions on “The Physics of Cancer,” emphasizing fundamental research in physical models and/or novel physical systems for measurement of cancer pathogenesis, progression, and response. Abstract submissions from investigators outside conventional domains of clinical medical physics are encouraged, especially research addressing cancer complexity – for example, the heterogeneity of patient response to cancer therapy, the optimization of treatment dose schedules, and/or the prediction of complex metastatic patterns. Example research includes:

  • Mathematical models of cancer – e.g., multi-scale models, Bayesian models, and game theory models seeking to predict tumor growth and/or treatment response.

  • Imaging and other biomarkers – e.g., radiomics / radio-genomics as measurements providing input parameters and/or testing and validation of such models.

  • Clinical data – e.g., multi-center clinical trials, retrospective studies, etc. to test the predictions of such models.

Criteria for abstract evaluation include the novelty of the research, the emphasis on fundamental physical sciences outside conventional domains of medical physics, and the potential impact / significance in cancer diagnosis or therapy.

Proffered submission: Authors interested in being considered for the Science Council Session MUST:

  • Select the submission type: Science Council Session
  • Select the subject category: Joint Imaging/Therapy: Science Council Session on The Physics of Cancer
  • Select Oral presentation mode
  • Submit a Structured Abstract as described in the Instructions to Authors
  • Submit a Support Document not to exceed 2 pages in length.

Innovation in Medical Physics Education Session

The Education Council of the AAPM is sponsoring a session to honor and publicize Innovation in Medical Physics Education. AAPM members are invited to submit a description of innovative medical physics educational activities for radiology residents, radiation oncology residents, medical physicists, technologists or others. The abstract can be scientific research, novel teaching strategies – team teaching or adult learning efforts, novel educational materials – lectures, websites, or other innovations.

The top six submissions will be invited to present their abstracts at the session during the Annual Meeting in Austin, TX. Each speaker will be allocated 15 minutes. The top presenting abstract will be announced at the Awards Ceremony during the Annual Meeting and presented a plaque and a $2,000 prize. The Award for Innovation in Medical Physics Education made possible by a generous bequest of Harold Marcus.

Proffered submission: Authors interested in being considered for the Session MUST:

  • Select the submission type: Innovation in Medical Physics Education Session
  • Select the subject category: Innovation in Medical Physics Education
  • Select Oral presentation mode
  • Submit support documentation not to exceed 2 pages in length.

All abstracts submitted to the Innovation in Medical Physics Education Session that are NOT selected for the session, will be considered for standard poster presentation.

Enter the title of the abstract to be submitted.

  • Use sentence case when entering title.
  • To enter superscript text put the following tags around the text to be superscripted: <sup>text</sup>
  • To enter subscript text put the following tags around the text to be subscripted: <sub>text</sub>

Select the Subject Category that best pertains to your Abstract. Category tree available here.

Rules regarding Requested Presentation Mode for Abstracts:

  • Authors should request either Oral or Poster presentation mode.
  • Final presentation mode assignments will be made by the Program Committee.
  • Submissions requesting Oral Presentation may be assigned as ANY of the following:
    • Oral Presentation
    • Short Oral Presentation
    • Poster Presentation
  • Any submission may be rejected based on the reviews by at least 4 referees.
  • All accepted abstracts will be published in Medical Physics.

PRESENTATION MODES DEFINED:

Oral Presentation

  • This category entails a short 8 minute presentation followed by a 2 minute question/discussion period. NOTE: Single LCD projection will be the ONLY presentation method available.
  • Details will be provided in abstract acceptance notification.

Short Oral Presentation

  • Short oral sessions will consist of a brief oral presentation (5 minutes) in a moderated session with separate time allowed for discussion and Q/A.
  • Sessions will have moderators in a manner similar to standard oral sessions.

Poster Presentation

  • Posters must be displayed for the entire meeting.
  • The poster display will consist of a (4' x 4') poster (3.83’ x 3.83’ usable surface) and must fit within the space provided.
  • Pushpins will be provided.

NOTE: The individual names of contributing authors MUST appear on all posted presentations.

On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

  • Select the link to 'add an Author' and search for an individual's last name.
  • A list of potential authors will be generated if the 'last name' is in the system. Select the correct contributing author(s) for the submission.
  • Identify each author as 'Presenting Author' or 'Author.' Also identify the 'Senior Author.' (Note that the Senior Author can be the Presenting Author or any other Author.)
  • Continue the process until all contributing authors have been added.
  • Each submission is allowed only ONE Presenting Author.
  • Each submission is allowed only ONE Senior Author.
  • Corresponding Authors are NOT automatically added to the submission as a contributing author. If the Corresponding Author is a contributing author, you MUST add the individual at this point.

If a Contributing Author is NOT Currently in the System:

  • Once you have searched for the last name and it does not appear on the generated author list, select 'Click Here to Add a New Author' and proceed through the process of creating a new record for the individual.
  • By entering a unique email, each author will have access to the abstract submission content, but ONLY the corresponding author may edit the content.
  • Use proper capitalization when entering a new author.
  • Check your entry as you go as the system does not correct spelling or grammar.

Helpful Hints:

  • Add your 'presenting author' first. You can later use the arrow buttons at left of names to change order, once all authors have been added.
  • Finally, arrange the author names in the order they are to appear when published in the "Program By-Line" and "Calendar of Events By-Line." ANY AND ALL CONTRIBUTING AUTHORS MUST BE ADDED IN THIS SECTION OF THE PROCESS IN ORDER TO GENERATE THE CORRECT 'BY-LINES'. (see Step 6).

Back on the Submission Status Page:

  • The system will have generated a list of contributing authors added to your submission.
  • If any contributing author's names are missing, go back and add the individuals.
  • If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
  • The presenting author's name will be denoted with an asterisk.
  • Any time you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Steps 6, 7, and 8 so it is IMPORTANT you review the content with each change made.

On the Abstract Submission Status screen, you will be prompted to view the 'Program By-Line' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program By-Line be VIEWED and EDITED as instructed.

What the System Generates:

  • For a single author, the system will list author's name (first initial, last name), institution, city, and state.
  • If multiple authors have been entered, the system will list ALL author names (first initials, last names) in the order of entry, followed by the first author's institution, city, and state, then the second author's institution, city, and state, etc.

To Edit the By-Line:

If all authors are from the SAME INSTITUTION:

  • The final/correct By-Line should list ALL AUTHOR names (first initials, last names) followed by ONE listing of the institution, city, and state.
  • YOU MUST REMOVE all additional listings of institution, city, and state in order for the By-Line to be correct.
  • YOU MUST SELECT the check box 'Click inside the check box if all authors are from the same institution' in order to proceed back to your status page or you will be forced to add super/sub-script coding, that is not necessary.
  • Do not include "USA" or zip codes. Do not include departmental information.
  • Do not abbreviate institution names.

    --Use the following format when all authors are from the same institution:

    T Webster*, M Warden, L Salliman, A Geyser, Memorial Sloan Kettering, New York, NY
    (NOTE: The Presenting Author's name will be denoted with an asterisk.)

If authors are from MULTIPLE INSTITUTIONS:

  • The final/correct By-Line should list ALL AUTHOR names (first initials, last names) followed by EACH AUTHOR'S institution, city, and state.
  • YOU MUST ADD 'super/sub-script coding' (<sup>1</sup>; <sup>2</sup>, etc) in order to correlate the correct Author with the correct institution, city, state.
  • Do not include "USA" or zip codes. Do not include departmental information.
  • Do not abbreviate institution names.

    --Use the following format to add the required 'super/sub-script coding' when Authors are from multiple institutions:

    Note that this code:

    T Webster*<sup>1</sup>, M Warden<sup>1</sup>, L Salliman<sup>2</sup>, A Sullivan<sup>3</sup>, (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD (3) UT M.D. Anderson Cancer Center, Houston, TX

    --Produces this output:

    T Webster*1 , M Warden1 , L Salliman2 , A Sullivan3 , (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD, (3) UT M.D. Anderson Cancer Center, Houston, TX

Changes to By-Line:

  • Anytime you make changes to the Author List, the system will require that the By-Line be reviewed again. The system will display the former By-Line, before changes were made.
  • If you want the system to regenerate the By-Line with the new authors/changes, (1) clear out the text field, (2) press the Update By-line Button, (3) Edit the text field (if needed), (4) then click the Update By-line Button again to submit changes.
  • The 'Program By-Line' is EXACTLY what will be published in Medical Physics with the Abstract:
    Byline Example

The corresponding author must indicate if the submission is to be considered for the Science Council Session.

  • If YES, the submission subject category MUST be: Select the subject category: Joint Imaging/Therapy: Science Council Session on The Physics of Cancer

The corresponding author must agree to and select the following "Verification of Contributing Authors" statement button in the submission process:

"By checking this box, I verify that each author to be listed on the submitted abstract has contributed to the content of the abstract and consented to the submission of said abstract."

The corresponding author must agree to and select the following "AAPM Participation Agreement" statement button in the submission process:

"By checking this box I verify that each author listed on the abstract has been appropriately credited for their contributions to this resentation. It is understood that each presentation will be constructively evaluated in areas of presentation quality, achievement of educational objectives, and utility/usefulness of content. The evaluation will be confidential and communicated only to the contributing authors upon request.

I further verify that any potential conflict of interest(s), as set forth in the preceding statement, has been listed in the abstract and will be disclosed during the presentation.

I agree that AAPM is not responsible for the content of my presentation, abstract, or any representations made by me regarding the contents of the presentation or abstract, and that AAPM is not responsible for any representations or omissions made by me on my submitted abstract or during the course of my presentation."

The corresponding author must indicate whether or not permission was obtained in the following "Distribution of Abstract and Presented Materials Agreement" statement button in the submission process:

"Non-copyrighted materials obtained from sources such as colleagues or the web will be attributed accurately. Where possible, prior permission for its use will be obtained.

BY SELECTING YES, I verify that I have obtained permission from each author listed on my abstract (submitted presentation) allowing me to distribute the abstract at the AAPM meeting, via the AAPM website, or via any other publication that may result from this meeting. I certify that I am not receiving a financial benefit for this presentation and that I have fully and accurately credited each author and writing that was consulted or used in the creation of my presentation. 

Under this constraint, I verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the AAPM Annual Meeting for educational purposes from the appropriate copyright owner(s) and publisher(s).

BY SELECTING NO, I verify that I did not obtain permission from each author listed on my abstract (submitted presentation) and that my use of each listed author’s material constitutes a “fair use” of the material for nonprofit educational purposes, allowing me to distribute the abstract at the AAPM meeting, via the AAPM website, or via any other publication that may result from this meeting. I certify that I am not receiving a financial benefit for this presentation and that I have fully and accurately credited each author and writing that was consulted or used in the creation of my presentation."

Identify the Principal Investigator's E-Mail if your research is supported by National Institution of Health.

Identify sources of funding, financial disclosures, and conflicts of interest in the submission field entitled "Funding Support, Disclosures, and Conflict of Interest." This information is entered once for the entire abstract and should list funding sources pertinent to the research and encompass disclosures and conflicts of interest pertinent to all authors.

Corresponding Author Contact Information is entered on this screen. If you are an AAPM member, first log into the AAPM website. The following required fields will automatically be completed for you. The following fields are required:

  • First Name
  • Last Name
  • Phone
  • E-mail
  • Street Address
  • City/State/Zip
  • Country

All Contributing Authors may access an Abstract by using their personal Username and Password. BUT only the Corresponding Author has the ability to modify any of the Abstract information, including withdrawing the abstract or re-submitting a revised Support Document.

You will be given the opportunity to withdraw the submission at this point.

If you choose to do so, this record will be deleted from the system. You would need to return to your private Abstract Homepage in order to 'create a new submission.'

  • Review the Sample Abstract before preparing your submission.
  • The Abstract text MUST be structured as follows:
    • Purpose:
    • Methods:
    • Results:
    • Conclusion:

**Any abstract that does NOT conform with this structured format may be REJECTED.**

  • Abstracts must not exceed 300 words.
  • Enter Abstract text directly in the designated field on the website. If you Copy/Paste from word processing software, be sure to proofread integrity of the text. Symbols and equations are not supported.
  • DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.

Once Steps 1 - 15 have been completed, the system will allow you to advance to the next screen to upload your Support Document.

Note: The Support Document should include a statement of Innovation/Impact to help identify the most exciting and interesting submissions.

  • A Support Document is STRONGLY ENCOURAGED, but optional, for regular submissions and is limited to 1 page - using 11-point Arial Font and 1” margins. The Support Document should be limited to a small number of clear figures (two or three at most) and/or equations with self-explanatory captions.
  • A Support Document is REQUIRED for Young Investigator Competition submissions and limited to 2 pages. Similar to the above instructions, the Support Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Support Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
  • A Support Document is REQUIRED for Junior Investigator Competition submissions and limited to 2 pages.  Similar to the above instructions, the Support Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Support Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
  • A Support Document is REQUIRED for Science Council Session submissions and limited to 2 pages.  Similar to the above instructions, the Support Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Support Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
  • A Support Document is REQUIRED for Innovation in Medical Physics Education Session submissions and limited to 2 pages.  Similar to the above instructions, the Support Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Support Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
  • Preferred format is illustrated in the Sample Support Document.
  • The Support Document must be submitted as a PDF format file.
  • The Support Document should include the title and should be limited to a few equations and/or a small number of figures or tables with self-explanatory captions. A small number of references may also be included.
  • Do NOT list authors in the Support Document. In support of our blind review policy, there is to be no author information in the Support Document nor any information identifying the authors or affiliation.
  • The Support Document must be uploaded to our server by clicking the "Upload Support Document" icon that will appear on your status page once you have provided all the required information

This shows the status of the documents.

  • By looking at this, the author should be able to see if the system has received the Support Document.
  • If the information was received without any problems, there will be a link to the Adobe Acrobat PDF file that was created.
  • Click on the "View Support Doc" button to view the document.
  • Proofread carefully to ensure there were no errors introduced in file conversion.

NOTE: If you previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Support Doc" button. This will 1) notify the system that the document will be resubmitted and 2) all references to previously submitted documents will be removed. After resetting a document, resubmit the new document through the same web-based upload process.

You will only have the option to reset a submitted document if it has been received as noted above.

Please be completely sure that you wish to resubmit a document before following this procedure.

Submission Categories

Expand All Categories | Collapse All Categories

  • Innovation in Medical Physics Education
  • Professional Practice of Medical Physics
  • Education (Clinical)
  • Legislation and Regulation
  • Administration and Management
  • Compliance and Quality Management
  • Radiography/Fluoroscopy
    • Dual-energy imaging
    • Acquisition Imaging Physics and Novel Systems
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Dosimetry and Safety
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Multi-detector CT
    • Dual-energy or spectral CT
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Dosimetry
    • Protocol management/optimization
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Cone-beam CT
    • Dual-energy or spectral imaging
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Dental imaging
    • Breast Imaging
    • Dosimetry
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Mammography/Tomosynthesis
    • Dual-energy or spectral imaging
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Virtual Tools for Breast Imaging
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Dosimetry
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Nuclear Medicine, PET/CT and PET/MR
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Dosimetry
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • MRI
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Safety
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Optical
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • New and Emerging Modalities
    • X-ray phase-contrast imaging
    • X-ray fluorescence imaging
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Multi-Modality Imaging
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Dosimetry
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • PACS/Informatics
    • PACS
    • Display Calibration and QA/QC
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Other
  • Ultrasound for Diagnostic Imaging
    • Acquisition Imaging Physics and Novel Systems
    • Reconstruction
    • Image Quality - Measurement & Modeling
    • Image processing/analysis/segmentation/registration/CAD
    • Photo-Acoustic Ultrasound
    • Pre-Clinical (Small Animal) Systems
    • Clinical Applications
    • Calibration and QA/QC
    • Therapy Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Quantitative Imaging (Please use Quantitative Imaging Track)
    • Other
  • Other
  • SCIENCE COUNCIL SESSION: The Physics of Cancer
  • Image Registration and Segmentation for Planning and Treatment
    • Image Registration: Single-Modality
    • Image Registration: Multi-Modality
    • Segmentation: Novel Methods
    • Applications in Therapy Guidance
  • MRI in Radiation Therapy
    • MRI forTreatment Planning and Target Definition
    • In-Room MRI for Therapy Guidance
    • Real-time Imaging and Tracking
    • Pre-treatment Motion Assessment/Management
    • MRI Calibration and QA
    • MRSI, DCE and Other Novel Techniques for Planning
    • MRI for Assessment of Therapy Response
    • Other
  • Image-Guided Radiation Therapy
    • Quality Assurance
    • In-Room Localization: Radiographic (kV or MV)
    • In-Room Localization: Tomographic (All Modalities)
    • Real-time Imaging and Tracking
    • Dosimetric Effects
    • Marker-Based Guidance
    • Novel Modalities
  • Motion and Uncertainty Assessment and Management
    • MRI (Please submit under the category: MR in Radiation Therapy)
    • 4D-CT Reconstruction and Applications
    • 4D-CBCT Reconstruction and Applications
    • Real-time Imaging and Tracking
    • Intra-fractional margin assessment
    • Inter-fractional margin assessment
    • Anatomy Deformation
    • Adaptive and Other Motion Management Strategies
    • Dosimetric Effects
  • Treament Response Assessment
    • kV/MV Fluoroscopy / Projection Imaging
    • kV/MV CT or Cone-Beam CT
    • Nuclear Medicine
    • MRI (Please submit under the category: MR in Radiation Therapy)
    • Ultrasound
    • Optical Imaging
    • Novel Modality
    • Multi-Modality Imaging
    • Other
  • Imaging Techniques for Particle Therapy
    • kV/MV Fluoroscopy / Projection Imaging
    • kV/MV CT or Cone-Beam CT
    • Proton Radiography / Proton CT
    • Nuclear Medicine (PET, Prompt gamma etc)
    • Novel Modality
    • Residual range detection (markers/dosimeters etc)
    • Other
  • Image Guidance for Surgical and Other Interventions (not Radiation Therapy)
    • Surgical Planning
    • Interventional Imaging (All Modalities)
    • Tracking and Navigation
    • Robotics for Image-Guided Interventions
    • Image-Guided Ablative Therapy (RF, Cryo, Thermal, etc.)
    • OR Safety
    • Quality Assurance and Imaging Dose
    • Other
  • Other
    • Novel Applications
    • Novel Image Guidance Modalities
    • Other
  • Imaging for Planning (Please use Joint Imaging-Therapy Physics Track)
  • Photon Therapy - SBRT/SRS
    • Image Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Imaging for Verification (Please use Joint Imaging-Therapy Physics Track)
    • Inverse Planning and Optimization Techniques
    • Planning and Dose Calculation Methods
    • Plan Evaluation Including Statistics and Robustness Analysis
    • Treatment Delivery Techniques and Novel Applications
    • Dose Measurement Tools and Equipment QA
    • Biological Modeling
  • Photon Therapy - IMRT/VMAT/3DCRT
    • Image Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Imaging for Verification (Please use Joint Imaging-Therapy Physics Track)
    • Inverse Planning and Optimization Techniques
    • Planning and Dose Calculation Methods
    • Plan Evaluation Including Statistics and Robustness Analysis
    • Treatment Delivery Techniques and Novel Applications
    • Dose Measurement Tools and Equipment QA
    • Biological Modeling
  • Immobilization Technology
    • External Immobilization Methods
    • Internal Immobilization Methods (balloon etc)
    • Motion Management (Please use Joint Imaging-Therapy Physics Track)
  • Electron Beam Therapy
    • Treatment Delivery Techniques and Novel Applications
    • Dose Calibration and Verification
    • Planning and Dose Calculation
  • Brachytherapy
    • Image Guidance (Please use Joint Imaging-Therapy Physics Track)
    • HDR Techniques
    • LDR Techniques
    • Planning and Dose Calculation
    • Biological Modeling
  • Particle Therapy (Protons and Heavy Ions)
    • Image Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Imaging for Range Verification (Please use Joint Imaging-Therapy Physics Track)
    • Proton Beam Delivery Techniques
    • Heavy Ion Beam Delivery Techniques
    • Planning and Optimization Techniques (including robustness analysis)
    • Dose Measurement Tools and Equipment QA
    • Dose Calculation and Calculation Tools
    • Biological Effect and Modeling
    • Uncertainties and Range Verification
  • Outcome Modeling and Assessment
    • Imaging for Therapy Assessment (Please use Joint Imaging-Therapy Physics Track)
    • Late Effects
    • Early Effects
  • Patient Safety and Quality Improvement
    • Incident Learning
    • Risk Analysis
    • Statistical Process Control
    • Novel QA Systems and Approaches
    • Other
  • Informatics
    • Radiation Therapy Informatics
    • Other
  • Radiobiology
    • Pre-Clinical Radiobiology and Imaging Studies
    • Radiobiological Modeling
    • Clinical Studies
    • Other
  • Small Animal Radiation Therapy
    • Novel Systems
    • Pre-Clinical Radiobiology and Imaging Studies (see also Radiobiology)
    • Other
  • Radiation Protection and Shielding
    • Brachytherapy
    • Photon Therapy
    • Particle Therapy
  • Targeted Radionuclide Therapies
    • Novel Radionuclide Therapies
    • Image Guidance (Please use Joint Imaging-Therapy Physics Track)
    • Other
  • Other Therapy Related Topics
    • Other
  • Nuclear Medicine-/PET-Based Quantitative Imaging
    • QI Phantoms - Physical or Synthetic (Digital Reference Object)
    • Metrology - Assessment of Bias and Variance in Data Acquisition or Analysis
    • Harmonization of Data Acquisition & Data Analysis Across Vendors and Centers
    • Multiparametric QI Analysis
    • Applications of QI: Pre-Clinical & Clinical Trials
    • Applications of QI: Treatment Guidance
    • Applications of QI: Treatment Assessments
  • MR-Based Quantitative Imaging
    • QI Phantoms - Physical or Synthetic (Digital Reference Object)
    • Metrology - Assessment of Bias and Variance in Data Acquisition or Analysis
    • Harmonization of Data Acquisition & Data Analysis Across Vendors and Centers
    • Multiparametric QI Analysis
    • Applications of QI: Pre-Clinical & Clinical Trials
    • Applications of QI: Treatment Guidance
    • Applications of QI: Treatment Assessment
  • X-Ray / CT-Based Quantitative Imaging
    • QI Phantoms - Physical or Synthetic (Digital Reference Object)
    • Metrology - Assessment of Bias and Variance in Data Acquisition or Analysis
    • Harmonization of Data Acquisition & Data Analysis Across Vendors and Centers
    • Multiparametric QI Analysis
    • Applications of QI: Pre-Clinical & Clinical Trials
    • Applications of QI: Treatment Guidance
    • Applications of QI: Treatment Assessment
  • Ultrasound-Based Quantitative Imaging
    • QI Phantoms - Physical or Synthetic (Digital Reference Object)
    • Metrology - Assessment of Bias and Variance in Data Acquisition or Analysis
    • Harmonization of Data Acquisition & Data Analysis Across Vendors and Centers
    • Multiparametric QI Analysis
    • Applications of QI: Pre-Clinical & Clinical Trials
    • Applications of QI: Treatment Guidance
    • Applications of QI: Treatment Assessment
  • Optical-Based (and Other) Quantitative Imaging
    • QI Phantoms - Physical or Synthetic (Digital Reference Object)
    • Data Acquisition Techniques
    • Metrology - Assessment of Bias and Variance
    • Harmonization of Acquisition & Data Analysis
    • Applications of QI: Pre-Clinical & Clinical Trials
    • Applications of QI: Treatment Guidance
    • Applications of QI: Treatment Assessment
  • Multi-Modality Quantitative Imaging
    • Multi-Modality QI Phantoms
    • Multi-Modality QI Data Acquisition Strategies
    • Multi-Modality QI Data Analysis Techniques
    • Metrology - Assessment of Bias and Variance
    • Multi-Modality QI Applications: Pre-Clinical & Clinical Trials
    • Applications of QI: Treatment Guidance
    • Applications of QI: Treatment Assessment
  • Other Physics and Biomedical Engineering