Frequently Asked Questions about Abstract Submissions

• What is the deadline to submit?
  The deadline to submit is Monday June 3^rd at 5PM CST. There will be a 30 day grace period after June 3^rd should you need to contact your co-authors regarding disclosure. This grace period applies only to disclosure. During this time you cannot make any changes to your abstract.
• Can the abstract have been presented or published elsewhere prior to submitting to AAOS?
  No. Abstracts that have been presented or published at previous meetings or journals will not be considered for presentation. If the abstract has been submitted elsewhere but not yet published or presented it is acceptable.
• Do you have to be an Academy member to submit an abstract?
  No. Anyone can submit an abstract. However, at least 1 author listed must be an orthopaedic surgeon or foreign equivalent..
• Does the AAOS accept late breaking abstracts?
  No the Academy does not allow late breaking abstracts.
• I tried to submit an abstract, but have not received a confirmation email that it is complete. How do I know if it is complete?
  Once you have completed all of the necessary steps and all authors have disclosed you will receive an email message stating that your submission is complete. You can search for your co-authors disclosure by going to www.aaos.org/disclosure
• Where do I go to revise my abstract?
  Go to www.aaos.org/abstracts Login and click on the title of your presentation. Changes can be made until June 3^rd (5PM CST) Please note, any additions to your co-authors may change your abstract status from “complete” to “incomplete” if the additional author has not updated his/her disclosure.
• I keep getting an error that says my abstract is too many characters and it won’t fit in the text boxes provided. Why am I getting this error?
• The character limit cannot exceed 3200. Spaces do not count as characters.
• Addition of a table or graphic deducts 300 characters from your total count. (The number of characters within your table are not counted.)
• If a figure or table is to accompany the abstract, it must be submitted as a digital image.
• Only .jpg images should be submitted. They should be provided as 72 dpi with a maximum width of 450 pixels.
• The use of company names and specific product names is prohibited. Graders are instructed to downgrade abstracts using these terms.
• Black-and-white digital images should be in grayscale mode. Color images should be saved in RGB color mode.

Proofread your abstract carefully to avoid errors before submission.

• What is the maximum amount of co-authors on an abstract?
  The abstract must have one presenter and can have a maximum of 8 co-authors (9 total).
• Can I add co-authors at a later date?
  You can add or remove authors until the June 1st deadline. Once submission closes adding or removing authors is not allowed.
• When will I be notified whether my abstract was accepted?
  In early to mid September an email will be sent to all presenters of accepted and rejected abstracts. This email will contain a title and paper or poster number if it was accepted. The co-authors of accepted abstracts will also receive an email informing them of acceptance. (Co-authors on abstracts that did not get accepted will not be notified).
• If my abstract is accepted for presentation, will the format I requested change?
  There is a possibility. The Central Program Committee will determine the final format (paper or poster) of all accepted abstract regardless of which box you checked when you submitted the abstract.
• Once my abstract is accepted, how do I make changes to it or change the presenter?
  You will be able to make changes to the author list and/or presenter after the abstract is accepted. Instructions will be included with your acceptance letter.
• Is disclosure mandatory when submitting an abstract?
  Yes, all presenters and co-authors must have disclosed in the AAOS disclosure database as of April 1st 2013 or later. Disclosure is mandatory for each author listed on the abstract. You can search their disclosure by going to: www.aaos.org/disclosure

Steps for disclosure:

If the author has a record in the AAOS database:

• Go to www.aaos.org/disclosure
• Click Disclose Now
• Login
• Click Continue
• Make selections and click submit
• Review and click Confirm and Save

If the author DOES NOT have a record in the AAOS database:

• They will receive an email asking them to search our database for themselves. If they cannot be found they must create a record for themselves before accessing disclosure.

Disclosure requirements for co-authors:

• Co-author disclosed on April 1st or later (No further action needed)
• Co-author in AAOS database but does not have current disclosure (Send to www.aaos.org/disclosure to update)
• Co-author not in AAOS database and does not have disclosure (create record and email author login information)

• Request for Information

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