Case Video Submission Guidelines - American Association for ...

2013 AATS ANNUAL MEETINGCASE VIDEO SUBMISSION GUIDELINESThe Case Video Deadline for the 93 rd Annual Meeting is Friday, October 12, 2012 at 11:59p.m. Eastern Daylight Time (EDT).Submission of Case VideosCase Video submitters for the 93 rd Annual Meeting must use electronic submission ONLY.Specific instructions on how to submit a Case Video are located on the website. Case VideoSubmission guidelines can be found below.INDEXEmbargo PolicyGeneral OverviewSession/Presentation CategoriesManuscript Submission to the JTCVSBasic Submission OverviewCase Video Submission PoliciesResponsibilities of the Primary AuthorCase Video Acceptance/Rejection NotificationAuthors’ Consent and Waiver of ClaimsCase Video WithdrawalACCME GuidelinesContact InformationEMBARGO POLICY: Presentation or publication of any submitted abstract and/or its containedinformation by any of its authors to any other entity outside of the AATS 93 rd Annual Meeting priorto notification of abstract selection by the Abstract Committee on December 15, 2012 is prohibited.The work MUST NOT have been presented or published elsewhere (including online Journals) priorto submission to the AATS 93 rd Annual Meeting in May 2013, as well. Once an abstract is accepted,it is prohibited from being submitted (with the exception of the JTCVS), presented or publishedelsewhere prior to its presentation at the AATS 93 rd Annual Meeting. At the conclusion of the 93 rdAnnual Meeting, the requirement for manuscript submission to the JTCVS only applies to abstractsselected for the Regular Session. It does NOT apply to abstracts selected for the Laboratory ResearchForum sessions (Cardiac Surgery Forum or General Thoracic Surgery Forum), the C. Walton LilleheiResident Forum, the Emerging Technologies and Techniques Forum, or Case Videos. Failure tofollow this policy will jeopardize the eligibility of all authors to submit abstracts to future AATSmeetings and/or submit manuscripts for publication in the JTCVS in future years.Requests for waiver of mandatory manuscript submission for publication in JTCVS should be sent tothe AATS Secretary, Thoralf M. Sundt, III, MD, at secretary@aats.org. Acceptance of an abstractremains a commitment to present at the AATS 93 rd Annual Meeting regardless of any waiver request.Waiver deadline will be produced at the time of acceptance.Page 1 of 4

General OverviewThe AATS Abstract Committee and ad hoc reviewers grade Case Videos blinded to authors’ namesand institutions. In December the Abstract Committee meets to construct the scientific programbased on these scores. Case Videos are then unblinded to assure a program balanced in authorshipand institutional representation.Below are the rules for submission, as well as some tips to help facilitate your Case Videosubmission process. Good luck!Case Video Categories:CASE VIDEOS: The AATS has expanded its abstract program to include Case Videos thatwill offer additional cutting edge research through video presentations. Case Videos mayfocus on novel procedures, techniques, difficult problems, interesting cases, etc. CaseVideos should highlight a conceptual approach and surgical techniques. These Case Videoswill be scored within the appropriate category (Adult, Congenital, and General Thoracic).When submitting a Case Video, you MUST submit an abstract with a maximum of 450 wordsvia the abstract and Case Video submission site. Case Videos may not exceed 10 minutesin length. Live narration in English is mandatory for all accepted Case Videos. Case Videosmay be supplemented with several incorporated slides summarizing indications, results, andfollow-up. Accepted Case Videos will be viewed in the AATS Learning Center which will beviewed on the Exhibit Hall floor. ADULT CARDIAC: Clinical and translational studies pertaining to the selection,treatment and outcomes of patients with acquired cardiovascular conditions. CONGENITAL: Clinical and translational studies pertaining to the selection,treatment and outcomes of patients with congenital disorders of the heart, lungs andgreat vessels. GENERAL THORACIC: Clinical and translational studies pertaining to the selection,treatment and outcomes of patients with benign and malignant conditions of thelungs, airways, mediastinum, diaphragm and chest wall. Other: Presentations on subjects which the submitter is uncertain about the propercategory such as surgical education and training, quality assurance, workforce issuesor other broad programs that do not fit neatly into one of the other categories.Manuscript Submission to the JTCVSThere is no mandatory manuscript submission to the JTCVS for Case Videos.Basic Submission OverviewCase Videos containing identical or nearly identical data submitted from the same institutionand/or authors will be disqualified and all authors and co-authors may face a two-yearsanction.Authors should not split data to create several Case Videos from one study, clinical trial orexperiment. If splitting is judged to have occurred, priority scores of all related Case Videoswill suffer, and abstracts may be disqualified.Page 2 of 4

The submitting author must notify all co-authors that this work has been submitted andtheir disclosures must be recorded upon submission.Case Video Submission PoliciesCase Videos: Please note that the text of your Case Video abstracts must be less than 2,500 characters notincluding spaces. Case Videos may not exceed 10 minutes in length. Live narration in Englishis mandatory for all accepted Case Videos. Case Videos may be supplemented with several incorporated slides summarizing indications,results, and follow-up. Case Videos will not be presented. Case Videos will be displayed in the AATS Learning Centerwhich will be viewed in the Exhibit Hall. The first author in the Case Video author blocks willserve as the main point of contact but will not present at the AATS Annual Meeting. If an author's name appears on more than one Case Video, it must be identical on each CaseVideo. No brand promotion of devices or products allowed.Case Video Abstracts: Please use generic, not commercial, names for all therapeutic agents. In order to maintain anonymity, neither the title nor the abstract text should identify theinstitution and/or author(s) in any way (i.e. “1000 Cases at University General Hospital” isNOT an acceptable title). The abstract should NOT use abbreviations which are not commonly accepted within thecardiothoracic surgical literature. Commonly accepted abbreviations within the cardiothoracicsurgical literature will be accepted, i.e., CABG, FEV1, GERD, CPR. However, other medicalacronyms, i.e., bronchiolitis obliterans syndrome (BOS) should be first spelled out. Case Video must be structured using the following section headings or they will not beconsidered. The labels must be submitted in bold font:• OBJECTIVE(S) – The hypothesis tested or purpose of the study.• CASE VIDEO SUMMARY – Brief summary of the Case Video• CONCLUSIONS – Clinical importance and potential significance of findings. When percentages are used, the absolute numbers from which the fractions are derived mustalso be stated.Responsibility of the Primary Author (Case Video Submitter)The first author listed for each abstract serves as the primary contact for all correspondenceregarding the Case Video, unless otherwise specified in the contact information providedduring the online submission process.The primary author must be one of the co-authors listed on the submitted Case Video.Case Videos will not be presented. Case Videos will be displayed in the AATS LearningCenter which will be viewed on the Exhibit Hall floor.Page 3 of 4

Case Video Submitters’ Consent & Waiver of ClaimsEach author agrees that they have read and consent to all rules and regulations as outlined,pertaining to submission of abstracts and Case Videos. It is the responsibility of the authorsto be in accordance with these rules and regulations during all parts of, but not limited to,abstract/Case Video submission and review.Upon submission, authors waive any and all claims against the AATS and any Reviewerand/or Abstract Committee member pertaining to, but not limited to, the abstract/CaseVideo submission and review process.Case Videos must act in full accordance with HIPAA Research Policies. Any and all CaseVideo materials must follow these guidelines.Case Video Acceptance/Rejection NotificationDecisions of the Abstract Committee will be made known to all Primary Authors by email afterDecember 17, 2012. It is the responsibility of the Primary Author to notify all co-authors of theAbstract Committee’s decision.Case Video WithdrawalRequests for withdrawal of a Case Video must be received in writing no later than November 23,2012 and must state the reason for withdrawal.Withdrawal requests made after November 23, 2012 may result in a two-year sanction of thesubmitting author and all co-authors.Contact InformationFor further information on submitting an abstract or video for consideration,please visit www.aats.org or contact:American Association for ThoracicSurgery500 Cummings Center, Suite 4550Beverly, MA, USA 01915Telephone: +1 (978) 927-8330Fax: + 1 (978) 524-8890E-mail: meetings@aats.orgPage 4 of 4