Abstract Submissions

Submission Guidelines

Abstracts are submitted through MyVSS. Each member may submit one individual abstract as first author. The first author must be a current member (for 2019) in good standing.

All first authors must register for the meeting in order to present his/her poster or talk. Author substitutions for posters require pre-approval by the VSS Program Committee and will be handled on a case-by-case basis. Substitutions for talks are not allowed. Each registered attendee may present only once at the meeting.

You must sign up for membership first, before submitting your abstract. Accepted and presented abstracts will be published in the meeting program and online in the Journal of Vision.

Abstract Format

Abstracts are limited to 300 words. This does not include title, authors and affiliations. Additional space is provided for funding acknowledgements and for declaration of commercial interests and conflicts.

Your abstract should consist of an introduction, methods and results sections, and a conclusion. It is not required that the sections be explicitly labeled as such. It is, however, important that each abstract contains sufficiently detailed descriptions of the methods and the results. Please do not submit an abstract of work that you are planning to do. Such abstracts will not be accepted!

Per the VSS Disclosure of Conflict of Interest Policy, authors must reveal any commercial interests or other potential conflicts of interest that they have related to the work described. Any conflicts of interest must be declared on your poster or talk slides.

Please complete your submission carefully. All abstracts must be in final form. No typos or other errors can be corrected after the deadline; however, authors may edit abstracts online until the submission deadline.

Supplemental Material

Each submitter is allowed to upload a one-page PDF file of supplementary material to help the Abstract Review Committee evaluate the abstract. The purpose of the supplementary material is to provide information beyond what can fit into the abstract, that would help the reviewers better understand the methods and/or results. The supplementary material may contain one figure, text, and/or equations. If there is a figure, it should be clearly described. All text in the supplementary material must be at least as large as Arial 11, and page margins must be at least 0.5 inches. Material that expands on the significance or interest of the work, rather than clarifying the methods and/or results, is not appropriate for the supplemental material.

Submission of a supplementary PDF is not mandatory, and reviewers are not obliged to take account of information provided in the supplementary material. However, we encourage authors with a preference for a talk presentation, or who are applying for a travel award, to submit a supplementary PDF so that the reviewers can more fully evaluate the methods and results.

Because we will be doing double-masked reviewing, you must not include any information that will explicitly identify the authors in the PDF or in the abstract itself. VSS reserves the right not to convey the supplementary PDF if it identifies the authors. In addition, reviewers will be asked to confirm that the supplementary material conforms to these guidelines. Failure to conform will disqualify the abstract for a talk, and reduce the probability that any of the authors who apply for travel awards will be selected for one.

Abstract Review

The Abstract Review Committee evaluates all submitted abstracts. Abstracts submitted for talk sessions and/or travel fellowships are assessed by two reviewers; all other abstracts are assessed by one reviewer. Reviewers are chosen whose area of expertise matches the topic of your abstract. You should make three suggestions for reviewers, and those suggestions will at least be partially taken into account when selecting reviewers.

When making these reviewer suggestions, you should avoid reviewers who have a conflict of interest. A conflict of interest exists if you (1) are related to the reviewer, (2) are working at the same institution, (3) have published together in the last 5 years, or (4) have a current joint research project. We ask all of our reviewers to take these issues very serious and to notify us of conflicts of interest. If you are unsure whether a conflict exists, simply ask the potential reviewer about it.

Abstract scoring is completed prior to the Board Meeting in late January, during which the abstracts are scheduled into talk and poster sessions.

Review Scale

Abstracts submitted for talk sessions and/or travel fellowships are reviewed on a five-point scale. Each reviewer’s ratings get normalized before averaging them across reviewers. The reviewers have the option to recommend rejection of an abstract.

Abstracts submitted for poster sessions are reviewed by a single reviewer, who either approves the abstract for presentation or makes a recommendation to reject the abstract.

Rejection Rate

Criteria for the rejection of abstracts are a lack of results, fatally flawed or no methods, incomprehensibility, or repetition of well-known literature. Abstracts that are recommended for rejection by at least one reviewer will be considered for rejection by the Board of Directors. Abstracts will only be finally rejected if a 2/3 majority of directors at the board meeting votes for rejection.

Based on our experience, there are always some abstracts that fulfill these criteria, and these will indeed be rejected.

Notices of Acceptance

After the reviewing process and after the abstracts are scheduled for the meeting, authors will be informed about the outcome of the reviewing process. All correspondence, including notification of abstract acceptance and details for poster and talk presentations, will be sent to the “corresponding author” (submitting author) via email. The corresponding author shall be responsible for informing all contributing authors of any related correspondence.

Scheduling Abstracts into Talks and Posters

The VSS Board of Directors meets at the end of January to schedule presentations for the meeting. Abstracts are divided up into thematically organized sessions, as well as presentation preference. (See Presentation Preference Definitions below). Because there are usually more requests for talks than slots available, the reviewers’ ratings will primarily determine which abstracts will be assigned to the talk sessions. Under very rare circumstances will the Board make small adjustments to ensure that the talks in a single session fit well together or to prevent a session from being dominated by a single laboratory.

Presentation Preferences:

  • talk preferred (if you are not chosen to give a talk, you may be chosen to give a poster)
  • poster preferred (you would be willing to give a talk if asked to do so)
  • poster only (you are not willing to give a talk under any circumstances)

Abstract Publication

All accepted abstracts will be printed in the Meeting Abstract booklet. All abstracts presented at the conference will be published in the online Journal of Vision.

Submissions are now closed.