Instructions for Abstract Submission

 

ABSTRACTS MUST BE SUBMITTED BY 11:59 p.m. CST ON WEDNESDAY, FEBRUARY 1st, 2023

Submit your abstract here

General Information: Members are encouraged to submit original research, teaching and extension abstracts. Oral presentations or posters should consist of original, completed work that has not been published in a journal at the time of abstract submission. Please time future manuscript submissions accordingly so data included in submitted abstracts are published after the Symposium. ESS encourages abstracts authored and presented by undergraduate and graduate students, either as competition papers or for presentation in the regular sessions.

 

Electronic Submission: ​Individuals will be required to register with the electronic abstract submission system. The personalized account allows for management and storage of multiple abstracts submitted for the 2023 ESS Sympoisum. When individuals submit an abstract, they will be given a tracking number and password. Make a note of these, as they will allow individuals to access and revise submitted abstract at any time prior to the February 1, 2023 deadline. After the deadline, it will not be possible to submit abstracts.

 

Abstract Submission Guidelines: Space limitations allow a maximum of 2,800 keystrokes (including characters, spaces, and punctuation). Begin the count at the title and end the count with the last key word or end of a table, if one is included. The keystroke count does not include authors and their affiliations. The system will automatically reject abstracts that are too long. Special characters, such as Greek letters and math symbols, are available on the electronic submission form itself. Abbreviate units of measure accompanied by numbers. Weights and measures must be in metric units and temperatures in Celsius. Tabular data may be incorporated into the abstract and will be included in the total keystroke count. Figures, such as graphed data, diagrams, or photos will not be allowed. If your abstract includes a table: the electronic submission form allows submission of one table per abstract (optional). Tables can be created within the body of the abstract using the table icon on the toolbar, or can be inserted into the body of the abstract by cutting and pasting a table created in Microsoft Word or similar program. The keystroke limit will be 2,300 keystrokes for the abstract and 500 keystrokes for the table. The printed abstract width allows for 70 keystrokes per line, including spaces. The system also limits tables to a maximum of 10 columns and 15 rows; keep this in mind when you are formatting tables. Tables that are too large are not printable.

 

Additional Abstract Requirements

Presentation Types

Oral Presentations: The scheduled time for each oral presentation is 12 minutes, followed by 3 minutes of questions, discussion, and speaker transition.  More information with respect to oral presentations, together with details of the required format and submission times will be provided in February on the 2023 ESS Symposium website.

Poster Presentations: Abstracts accepted for poster presentation will require a poster to be presented at the meeting and will include a 3 minute presentation with 2 minutes for questions (for a total of 5 minutes) summarizing the poster. More information with respect to poster presentations, together with details of the required format and submission times will be provided in February on the 2023 ESS Symposium website.

 

Graduate and Undergraduate Student Competition Papers: Student status is based on the student's program at the time of abstract submission. For example, if the student is an undergraduate at the time of abstract submission, but graduates and starts a graduate program before the Symposium, the student would be included in the undergraduate section and competition (if they choose). 

The ESS Symposium offers competition sections for graduate and undergraduate student abstracts. Students participating in the competition, who are members of ESS, will receive reduced meeting registration (excluding ticketed events) and complimentary admission to the awards banquet. Competition abstracts should be prepared and submitted similar to regular section abstracts, as described in these instructions. Abstracts to be considered for graduate or undergraduate student competition must be identified when submitted by marking the appropriate box within the online submission form. All competition abstracts are delivered as oral presentations. There will be seven graduate student competition divisions. Only one competition abstract is permitted per student, but students are welcome to submit additional abstracts to non-competition sections. Additional abstracts authored by the same student in the same program section must be presented in the regular (non-competition) oral or poster sessions. New this year, the undergraduate student competition will held as multiple divisions, based on program section and number of competitors. Abstracts will be allocated to divisions based on the discretion of the ESS Program Chair and awards committee. Authors of undergraduate competition abstracts must select an appropriate program section (e.g., Nutrition, Genetics, etc.) when submitting abstracts to ensure they are reviewed by the appropriate section committee. Student competitions will not take place for any division with fewer than three abstracts. Additional guidelines for graduate and undergraduate student competitions will be provided in February on the 2023 ESS Symposium website.

 

Abstract Review and Author Notification:  The author submitting the abstract is responsible for its content and the quality of the preparation. Individual section committees have the responsibility of reviewing and then accepting or rejecting abstracts. Criteria for acceptance or rejection will include originality, clarity, and merit as well as those outlined in these instructions and in the Quality Standards for Abstracts document below.  

There is no limit on the number of abstracts an individual may submit. The Program Chair has the authority to restrict the number of abstracts accepted. Section committee chairs have the prerogative of placing abstracts submitted for oral presentation into a poster presentation, or vice versa. Additionally, section committee chairs have the authority to shift an abstract from one section into another section. If withdrawal of an abstract becomes necessary, notify the ESS Program Chair, Shannon Pratt-Phillips (sepratt2@ncsu.edu) immediately.

Authors will be sent an e-mail by March 1st, 2023 indicating the status (reject, accept, or accept with minor revision) of their abstract. Authors of abstracts assigned “accept with minor revision” status will have two business days following the initial notification to make minor corrections (i.e., minor errors or clarifications identified by section committee reviewers). Corrected abstracts will be reviewed by section committee chairs and assigned a final status (reject or accept). Failure to address the corrections requested by the reviewers in a timely manner may result in rejection of the abstract. Abstracts that fail to meet quality standards or requirements, or those requiring major revision will not be accepted.

As soon as the program is finalized with dates and times, authors will be notified by e-mail. Additionally, program information will be posted on the 2023 ESS Symposium website.

Quality Standards for Abstracts

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