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International AIDS Society

Submission Guidelines



Scientific Tracks

The 8th IAS Conference on HIV Pathogenesis, Treatment and Prevention welcomes the submission of abstracts for original contribution to the field in the following scientific tracks:
  • Track A: Basic Science
  • Track B: Clinical Science
  • Track C: Prevention Science
  • Track D: Implementation Science
Each scientific track is divided into a number of track categories. All abstract authors are asked to choose a scientific track and a track category during the submission process.


Late Breaker Abstracts

A small number of late breaker abstracts will be accepted to be presented orally or as posters at the conference.

Late breaker submissions must be data of unquestioned significance that meet a high threshold of scientific merit.

During submission, authors will have to justify why their abstract should be considered for a late breaker. The same submission rules apply for the late breaker abstracts as for the regular abstracts, but each presenting author may only present one late breaker abstract at the conference. The late breaker abstract submission will be open from 29 April to 20 May 2015.

The percentage of abstracts selected for late breakers will depend on the number of submissions, but selection will be far more rigorous than for regular abstracts.


2015 Towards an HIV Cure Symposium

Abstracts pertinent to HIV cure research can be considered for The Towards an HIV Cure symposium. The same submission system is used for both the Towards an HIV Cure Symposium and the IAS 2015 Conference. An optional tick box will appear in the submission form for all track categories pertinent to HIV cure research. Authors must indicate if they would like their abstract to be considered for the symposium and explain briefly how the abstract is related to cure research.

For further information please visit the symposium webpage.


Questions
  • For technical questions regarding the abstract submission system, please contact the abstract support team at .
     
  • Questions regarding the content of the abstract should be addressed to the Abstract Mentor Programme at .  
     
  • Questions regarding the Towards an HIV Cure Symposium should be addressed to the Towards an HIV Cure team at .
     
  • For general questions regarding abstracts, please see the FAQ page.

Policies for Abstract Submission

Copyright Policy

Abstracts should not include libelous or defamatory content. Material presented in abstracts should not violate any copyright laws. If figures/graphics/images have been taken from sources not copyrighted by the author, it is the author’s sole responsibility to secure the rights from the copyright holder in writing to reproduce those figures/graphics/images for both worldwide print and web publication. All reproduction costs charged by the copyright holder must be borne by the author.

Resubmission Policy

An abstract which has been previously published or presented at a national, regional or international meeting can only be submitted provided that there are new methods, findings, updated information or other valid reasons for submitting.

If preliminary or partial data have been published or presented previously, the submitting author will be required to provide details of the publication or presentation, along with a justification of why the abstract merits consideration for IAS 2015. This information will be considered by the Scientific Programme Committee when making final decisions. 

If the author neglects to provide these required details and justification, or if evidence of previous publication or presentation is found, the abstract will be rejected.

Plagiarism

The conference organizers regard plagiarism as serious professional misconduct. All abstracts are screened for plagiarism and when identified, the abstract and any other abstracts submitted by the same author are rejected. In addition, the submitting author’s profile and scholarship application, in the case one has been submitted, will also be cancelled.

Co-Submission

IAS 2015 may negotiate co-submission of abstracts to certain affiliated independent events. Check the co-submission page for updated information.

Ethical Research Declaration

The conference supports only research that has been conducted according to the protocol approved by the institutional or local committee on ethics in human investigation. Where no such committee exists, the research should have been conducted in accordance with the principles of the Declaration of Helsinki of World Medical Association. The IAS 2015 Scientific Programme Committee may enquire further into ethical aspects when evaluating the abstracts.

Conference Embargo Policy

In the case of IAS 2015, as well as most scientific/medical conferences, all conference abstracts are released to delegates and media under a strict embargo policy. A detailed breakdown of the embargo variations for different types of abstracts is available on the IAS 2015 Conference Embargo Policy page.


Abstract Submission Process

Conference Profile

Before submitting an abstract, authors must create a conference profile. More than one abstract can be submitted through the conference profile. After an abstract has been created, modifications can be made until the submission deadline.

The final deadline to submit the abstract is 27 January 2015, 23:59 Central European Time.

Choosing a Track Category

During the submission process, you will be asked to select one track category for your abstract. The track category is the general heading under which the abstract will be reviewed and later published in the conference materials, if accepted. The track category which best describes the subject of the abstract should be chosen.

Abstract Structure

Abstracts in all tracks and without exception should be structured as follows:
  • Background: indicate the purpose and objective of the research, the hypothesis that was tested or a description of the problem being analyzed or evaluated.
     
  • Methods: describe the study period / setting / location, study design, study population, data collection and methods of analysis used.
     
  • Results: present as clearly and as much in detail as possible the findings / outcome of the study, Please summarize any specific results.
     
  • Conclusions: explain the significance of your findings / outcomes of the study for HIV prevention, treatment, care and/or support, and future implications of the results.
The following review criteria will be used:
  •  Is there a clear background and justified objective?
  •  Is the methodology/study design appropriate for the objectives?
  •  Are the results important and clearly presented?
  •  Are the conclusions supported by the results?
  •  Is the study original, and does it contribute to the field?
Disaggregated Sex and Other Demographic Data in Abstracts

Authors are encouraged to provide a breakdown of data by sex and other demographics such as age, geographic region, race/ethnicity, and/or other relevant demographic characteristics in submitted abstracts, when appropriate. Your abstract should include the number and percentage of men and women (and additional breakdown by gender and/or ethnicity if appropriate) that participated in your research, and results should be disaggregated by sex/gender and other relevant demographics, if relevant. Analyses of any gender-based differences or any other differences between sub-populations should be provided in the results section, if relevant.

Font

A standard font, e.g. Arial, should be used when formatting the text. This helps to prevent special characters from getting lost when copying the text to the online abstract submission form. Ensure to check the final abstract with the system’s preview function before submission, and edit or replace as necessary.

Word Limits

The abstract text body is limited to 350 words. Titles are limited to 30 words.

A maximum of one table and one graph/image (in JPG, GIF or PNG with ideally 600 dpi) can be included. These will not count toward the word limit, nor will the information about authors, institutions and study groups.

Typical reasons for Abstract Rejection:
  • Abstract poorly written
  • Not enough new information
  • Clear objective and/or hypothesis missing
  • Methods (either quantitative or qualitative) inadequate and/or insufficient to support conclusions
  • Summary of essential results inadequate and/or missing
  • Study conclusions are not supported by the data
  • Linkage between different parts of the abstract not comprehensible
  • Duplicate or overlap with another abstract
  • Study too preliminary or insufficient to draw conclusions
  • Study lack of originality
Recommendations
  • Abstracts should disclose primary findings and should avoid promissory statements such as “experiments are in progress” or “results will be discussed”.
     
  • If English is not your native language we recommend that you have your abstract reviewed by a native speaker before submission.
     
  • The conference offers an Abstract Mentor Programme for less experienced submitters. Please see further information on the conference website.
Submission Confirmation

After submission of the abstract, a confirmation email will be sent to the abstract submitter. In order to receive confirmation, please ensure that emails from are not marked as spam by your e-mail provider. 


Support Programmes

Abstract Mentor Programme

The goal of the IAS 2015 Abstract Mentor Programme is to provide an opportunity for young and/or less experienced abstract submitters to have their draft abstracts mentored by more experienced authors before submitting their abstract to the conference.

Abstracts submitted by authors that have volunteered to be a mentor in the programme will not automatically be accepted. The same applies for abstracts submitted by authors that were mentored by the programme.

For more information please check the mentor programme section.

Scholarship Application Process

Abstract authors interested in applying for a scholarship must complete a full scholarship application, available through the conference profile from 8 December 2014 to 3 February 2015.

For more information please check the scholarship programme section.


Abstract Review and Selection Process

Abstract Review

All submitted abstracts will go through a blind peer-review process carried out by an international reviewing committee. Each abstract will be reviewed by at least three reviewers.

Abstract Selection

The Scientific Programme Committee makes the final selection of abstracts to be included in the conference programme. Abstracts can be selected for oral presentation in oral abstract sessions or to be presented as a poster. A small number of highest-scoring posters are selected for presentation in oral poster discussion sessions, whereas majority of the posters will be displayed in the Poster Exhibition.

Notification of Acceptance or Rejection to Corresponding Author

Notification of acceptance or rejection will be sent to the submitting (corresponding) author by the end of March. Please note that only the corresponding author will receive mail concerning the abstract and is responsible for informing all co-authors of the status of the abstract. Authors whose abstracts have been accepted will receive instructions for the presentation of their abstract.

Rule of Two

Each presenting author may present a maximum of two abstracts at the conference. The number of submissions is however not limited. Should an author have more than two abstracts accepted for presentation, a co-author must be named as presenting author for one or more abstracts.

In addition, each presenting author may also present one late breaker abstract at the conference.


Publication of Accepted Abstracts

The submission of the abstracts constitutes the authors’ consent to publication. If the abstract is accepted, the authors agree that their abstracts are published under the Creative Commons Attribution 3.0 Unported (CC BY 3.0) license. The license allows third parties to share the published work (copy, distribute, transmit) and to adapt it for any purposes, under the condition that IAS 2015 and authors are given credit, and that in the event of reuse or distribution, the terms of this license are made clear. Authors retain the copyright of their abstracts, with first publication rights granted to the IAS.

Accepted abstracts may, therefore, be published on IAS websites and publications, such as the IAS 2015 Programme-At-a-Glance and other conference materials, the IAS abstract archive, the Journal of the International AIDS Society (JIAS), etc.

 

Tutorial

Check this tutorial, aimed at guiding you step-by-step through the process of submitting an abstract for IAS 2015.

FAQs

Please see the Frequently Asked Questions (FAQs) page for more information on submitting an abstract.