General InformationThe Program Committee invites you to submit abstracts of original investigations for consideration in the 61st Annual Meeting of the American Academy of Child and Adolescent Psychiatry (AACAP), October 18-25, 2014 at the Manchester Grand Hyatt and Marriott Marquis & Marina, in San Diego, CA. Before beginning a submission, please thoroughly review the Instructions and Rules and Regulations for the Annual Meeting.
AACAP Annual Meeting Rules and RegulationsPrior to submitting a proposal, all submitters must agree to these rules and regulations.
Operating Principles For Extramural Support of AACAP Meetings and Related Activities:Click here for the most recent version of AACAPís Operating Principles for Extramural Support of AACAP Meetings and Related Activities. These are the guidelines that govern all AACAP meetings.
Satellite Symposia:Satellite Symposia are not allowed at the AACAP Annual Meeting. Please contact AACAP's Development Department at 202.966.7300 for a copy of corporate sponsorship guidelines and/or sponsorship opportunities.
Ethics:Authors are expected to conform to accepted ethical standards of not submitting original research findings in multiple conferences or journals. Information that has already been presented or accepted for publication should not be submitted. Authors uncertain about their compliance with this rule should contact firstname.lastname@example.org.
Institutional Review Board (IRB):All research projects must list the status of their IRB review on the Submission form. Note to international presenters: IRB is the group at a research institution that oversees the ethics, legality, and safety of research. If your country does not use the IRB system, please explain how ethical, legal, and safety oversight was accomplished for your research.
Disclosure of Conflicts of Affiliation:All Potential presenters and authors must complete a conflict of affiliations form. This is a REQUIREMENT for all authors of all submissions. The Submission will be rejected if these disclosures are not received. These disclosures will be listed online and in the Program Book. In addition, a disclosure slide must be prepared and shown as the second slide of any presentation and disclosures must be given verbally. The Program Committee monitors disclosure at every session. A template in Microsoft PowerPoint is available on the AACAP website under Annual Meeting at www.aacap.org.
Limit on Number of Submissions:The "two-fer" rule applies to Clinical Perspectives and Symposia: no one may make more than a total of two formal presentations in Clinical Perspectives and/or Symposia. Acting as a discussant or chair without a formal presentation is not limited by this rule.
Scheduling and Preliminary Program:AACAP does not generally honor requests to schedule presentations on specific days. In submitting, authors assert availability to present on any day of the Annual Meeting, October 18-25 (Saturday to Saturday). Individuals who are accepted for multiple presentations may be required to find substitutes for themselves due to scheduling conflicts. Upon acceptance of the presentation, information will be sent only to the first author/chair to indicate acceptance, provide registration materials, and provide any additional information on the presentation. It is the first author/chair's responsibility to communicate this information to all co-presenters.
The preliminary program, containing the meeting schedule, will be available on the AACAP website at www.aacap.org in June 2014 and registration opens in early August.
Program Committee Travel Scholarships:The Program Committee offers a limited number of scholarships to Annual Meeting presenters each year. The two categories of scholarships are: Junior Scholars: Defined as AACAP Members who are within seven years of completing their child psychiatry clinical training; including residents. The award cannot be combined with other AACAP awards. Senior Researchers: Defined as non-child psychiatrists doing seminal scientific research in areas related to AACAP's mission. If you are eligible for either of these awards, please enter your interest in the "People" step of the Submission. Requests for scholarships will be evaluated in June based on the quality of the Submission. If a scholarship is awarded, the awardee will receive a complimentary registration and a travel stipend (up to $500 for Junior Scholars or up to $1,000 for Senior Researchers). AACAP holds the rights to waive informalities in the application process. Presenters can only receive these awards one time.
Travel Reimbursement:AACAP does not pay for travel or hotel expenses for Annual Meeting presenters. The only exception is for two domestic nonmember presenters in an Institute.
Review Decisions:All review decisions of the Program Committee are final. All acceptance and rejection letters will be sent via email in May 2014. Suggestions for improvement are only provided to primary authors of rejected poster submissions from the February deadline that are being encouraged to revise and resubmit for the June New Research Poster deadline.
Registration Fees:All presenters (member or nonmember) are required to register for the meeting and pay registration fees. AACAP members and all child and adolescent psychiatrists, whether presenting or not, are required to pay full registration fees. Non-child and adolescent psychiatrist presenters must register, but for a reduced fee. Submitters should inform co-presenters of these policies.
Audio-Visual Equipment Policies:Audio-visual equipment is free-of-charge for all sessions. Upon acceptance, the Chairs of the programs will be asked to submit a request for equipment, including an LCD projector, DVD player, microphones, and standard sound equipment. Presenters are urged to carefully consider AACAP costs and not request unnecessary equipment. The chair/presenters must provide their own laptops. AACAP encourages the chair to coordinate with co-presenters to put all PowerPoint presentations on a single laptop. Internet connections are not considered standard AV equipment though basic wireless connections will be available in the meeting rooms. If you require equipment other than the items listed above, you must include a description of these needs in your review abstract and your proposal to cover the costs for this equipment.
Session Recording Information:Clinical Perspectives, Institutes, Symposia, and other programs such as Plenaries and Honors presentations are recorded, and MP3s of the presentation are sold. Speaker PowerPoint slides are also captured during the recording process and included with the audio. Speakers on these types of programs will be asked for permission to be recorded during the submission process.
Medical Student and Resident Submissions:As part of AACAP's priority to recruit new physicians into the field of child and adolescent psychiatry, medical students and residents are encouraged to submit original research. Visit AACAP's website for medical students and residents at http://www.aacap.org/cs/students.residents.ecp for complete details about all of the Annual Meeting awards and programs for this group.
Instructions for Preparing the SubmissionAll information must be submitted online. Applicants are encouraged to compose their Review and Proceedings Abstracts in their own word-processor where they can more conveniently check spelling and grammar. The completed abstract can be copied and pasted into the online forms.
Deadlines:Submissions must be submitted online by the following dates. There can be no exceptions.
February 18, 2014 (Tuesday):Deadline for Submissions for Clinical Case Conferences, Clinical Consultation Breakfasts, Clinical Perspectives, Institutes, Media Theatre, Posters, Special Interest Study Groups, Symposia, Workshops, and Other. Notification of acceptance is given in May via email to the chair of the Submission.
June 16, 2014 (Monday):Deadline for Submissions for late New Research Posters. Notification of acceptance is made in August via email to the primary author of the poster. If data are available, please submit Poster Submissions for the February 18 deadline.
Presentation Formats:The program is organized into the following types of presentation formats. Please choose the preferred format carefully to be sure it best fits the criteria. Click on any format to see the detailed Submission requirements and to access the appropriate Submission form.
All Submissions require:
Professional Practice Gap Identification:Professional practice gaps describe problems in contemporary practice, and include lack of knowledge, lack of understanding and implementation, or lack of a strategy or algorithm to approach a problem. Practice gaps are not limited to clinical practice, and also include research, education, and administrative practice gaps. These gaps identify the difference between current practices and desirable or achievable practices.
Click here for further explanation and a sample professional practice gap statement. Your professional practice gap statement should be no longer than 2,000 characters (approximately 350 words).
Review Abstract:"Review Abstract" is the term used by the Program Committee for the 8,000 character document (approximately 1,000 words) each presenter must include with his or her Submission. A Review Abstract is required for all submission types. It is your chance as a presenter to explain your ideas in detail to the Program Committee. The Review Abstract is not published. For Institute, Symposium, and Clinical Perspectives Submissions, a Review Abstract is required for the overall Submission as well as each individual abstract for each presenter.
To prepare the Review Abstract, follow these instructions:
Proceedings Abstract:A "Proceedings Abstract" not exceeding 1,400 characters in length(not including spaces), is required for all Clinical Perspectives, Institute, Poster, Symposium, and Workshop proposals. It must be organized around four headings:
The Proceedings Abstracts should not also be used for the Review Abstract. The Program Committee expects to see more detail in the Review Abstract so that they can more fully evaluate the Submission.
The deadline for submissions has been reached.
Resuming or Revising a Submission
Once you have submitted step 1 of your submission, you will automatically receive an email that includes a password-protected hyperlink. You can resume or modify your submission up until the submission deadline by clicking on the hyperlink in that email. For help in submitting an abstract online, e-mail technical support.
Abstract submissions and revisions are no longer being accepted.
But you can still view your abstract. If you can find the confirming email mentioned above (from email@example.com) then you will have found a direct link to your submission. If you remember the abstract ID# and password, enter those codes below.
What is the absolute latest that I can complete my submission on the online submission site?
The site will be shut down at 11:59 p.m. PDT on February 18, 2014. For late New Research Poster submissions, the site will be shut down at 11:59 p.m. PDT on Monday, June 16, 2014.
What do I need to include in my submission?
The items that need to be included in your submission vary based on the type of presentation you would like to present. There is a description of the requirements for each type of submission in the Call for Papers. To find this, go to "Begin a Submission" and click on the type of program youíre submitting.
How do I know if my submission is complete?
The last step for all of the submissions is to confirm that all of the information is entered correctly and check the box indicating your agreement with the Rules and Regulations. Once your submission is complete, the chair will receive a confirmation email as well.
I completed my submission, but now want to make a change. Can I?
Changes can be made to submissions until the February 18, 2014 deadline. Use the log in information from your confirmation email to return to the submission and make changes.
What is the difference between the Review Abstract and the Proceedings Abstract?
The Review Abstract can be up to 8,000 characters (approximately 1,000 words) and is the document that the Program Committee will use to evaluate your submission. See the explanation of the Review Abstract on the Instructions tab. The Proceedings Abstract will only be used if your submission is accepted. This is the abstract that will be printed in the 2014 AACAP Annual Meeting Book of Scientific Proceedings. See the Proceedings Abstract Submission instructions on the Instructions tab. NOTE: You cannot use the same abstract for the Review Abstract and the Proceedings Abstract; they should be two separate documents and the Review Abstract should be significantly more detailed than the Proceedings Abstract.
How many characters are allowed in the Review Abstract?
The Review Abstract is limited to 8,000 characters (approximately 1,000 words), not including spaces and headings. The title of the abstract and names of the authors are not included in this character count. Text that is incorporated into a chart or graph is calculated in this character count. Review Abstracts should be organized around the following headings: Objective, Background, Methods, Results, Conclusions, and Bibliography. Bibliographies should include at least 1 and no more than 4 references.
How many characters are allowed in the Proceedings Abstract?
The Proceedings Abstract is limited to 1,400 characters not including spaces and headings. The title of the abstract and names of the authors are not included in this character count. Proceedings Abstracts should be organized around the following headings: Objectives, Methods, Results, Conclusions.
How will speakers enter their disclosures?
All speaker disclosures must be submitted by the February 18 or June 16 deadlines, respectively. If the chair or primary author submit the abstracts, he/she must also submit the disclosures for each speaker and author before the submission will be considered complete. Speakers and authors will have the opportunity to review their disclosures and contact information immediately after the submission deadline to confirm the accuracy.
When will I hear whether my submission was accepted?
If the submission was completed for the February deadline, the Program Committee meets in April and sends acceptance and rejection emails in May. For submissions completed for the June deadline, acceptance and rejection emails are sent in August.
Are satellite symposia allowed?
Absolutely not. Participation in a satellite symposia or other unapproved scientific events will result in disqualification from the meeting. All events MUST use the Call for Papers submission process to be included in the Annual Meeting.
Did I hear right that there is a limit to the number of presentations Iím allowed to make?
The Program Committee has adopted a rule that presenters may make no more than a total of two scientific oral presentations at symposia and/or clinical perspectives. You may submit as many Call for Papers as you wish, but the maximum number of presentations at Symposia and/or Clinical Perspectives that can be accepted from each person is two. Acting as a discussant at a Symposia and/or Clinical Perspectives or a chair who is not presenting does not count towards your two-presentation limit, nor does presenting at a poster or being part of a session requested by the Program Committee. The Program Committee Chair is encouraging submitters to focus their efforts on a few extremely high-quality submissions, rather than signing onto a large number of submissions. If you are recruiting co-presenters for a submission, it would be advisable to ask each person how many submissions they have already committed to, as this could affect your submission's chance of acceptance.
Can I make scheduling requests?
Please email your request to firstname.lastname@example.org with specific dates and reason for your request by March 31, 2014. AACAP cannot guarantee that they can accommodate your request but will make its best effort to do so.
Will AACAP pay for the hotel or travel expenses of my VIP nonmember speaker?
No. AACAP does not pay travel or hotel expenses to anyone except for 2 nonmember presenters at each Institute, chosen by the Institute chair. We also do not offer honoraria for anything but Institutes. No exceptions are ever made to this policy. However, non-child psychiatrist presenters can apply for a Program Committee Travel Scholarship in the "People" step of the submission process. If the presenter receives this scholarship, he/she will be given up to $1,000 towards travel expenses. Only a limited number of travel scholarships are available.
I have a nonmember presenter who has NOTHING to do with child and adolescent psychiatry. Does s/he really have to pay a registration fee?
After your submission is accepted, please email email@example.com with details of your request. In some cases, the Program Chair can waive nonmember presenter registration fees - but only if the presenter is not associated with our field and is not otherwise attending the meeting.
I am a nonmember presenter. If my program is accepted, do I have to pay registration fees?
Yes, but we have discounted rates for nonmember presenters. Information about how to get the discounted rate will be sent in early August when registration opens.
What does "committee sponsorship" mean?
AACAP has over 60 committees, who work on various projects throughout the year. Many of these committees sponsor Annual Meeting programs as part of their functions. If a committee sponsors an Annual Meeting program, its members need to be actively involved in the program proposal and speaker selection. Please coordinate with the chair of the committee if you would like to seek committee sponsorship for a program. The Program Committee does not give preference to program proposals that are sponsored by an AACAP committee.
Who can I call with other questions?
For technical support with the online submission site, call customer service at The Conference Exchange at 401.334.0220. For questions about the content of your submission or the review process, contact a member of the AACAP Meetings Department at 202.966.7300, ext. 2006 or email firstname.lastname@example.org.