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For Equine Vets Everywhere

How to Submit a Clinical Research Abstract

Abstracts must be submitted between Thursday 25th January and Thursday 15th February 2018.  

The Scientific Programme Committee of the 2018 BEVA Congress invites authors to submit scientific abstracts for inclusion in the Clinical Research Sessions (“Free Communications”) at Congress. Papers relating to recent research into any aspect of clinical equine medicine, surgery and reproduction will be considered. 

Those authors whose abstracts are accepted will be invited to present the abstracts at Congress, as a short oral presentation of 7 minutes in length with an additional 3 minutes for questions. The submission of an abstract implies the author’s willingness to present the abstract at Congress. Details of our requirements for oral presentations will be provided in due course to those authors whose abstracts are selected for presentation at Congress. All abstracts that are presented at Congress will also be published within an online supplement of Equine Veterinary Journal. 

All Clinical Research presentations will be considered for the Voorjaarsdagen and BEVA Award for the best overall piece of work. In addition, all presentations submitted from general equine practice will be considered for the Sam Hignett Award for the best piece of work submitted by a practitioner. 

The presenter of each accepted abstract will receive free registration at Congress for the day of his/her presentation. However, travel, subsistence and accommodation expenses will not be offered. Presenters are, of course, very welcome to register separately for other days of Congress.

Content and format

The abstract must be written in English and be no more than 300 words. Use single line spacing and Times New Roman 10 point font; do not indent paragraphs. Tables, graphs and figures cannot be published. References can be included but they should be limited to those that are essential. Do not include the title, author lists and institution details or declarations in your word count but do include any references in the word count. Use bracketed numbers [1], [1-3] etc to cite references in the order that they appear throughout the body of the abstract.

The abstract should be provided with the following headings:

  • Background: The background behind the decision to choose the subject to study.
  • Objectives: The statement that is being tested, and is testable by the methods (below); or the original aims and study deliverables.
  • Study Design: Concise statement of the study design.
  • Methods: Brief description of materials and methods, and methods of testing hypotheses.
  • Results: Brief highlights of the results obtained.
  • Main Limitations: Concise statement of limitations and source of bias.
  • Conclusions: Conclusions drawn from results.

A short title of 5 words or less should be provided on submission. This will be used for the Congress scientific programme and handbook where space is limited. 

Do not begin a new line for each section of the abstract.

  • Single case reports are not acceptable.
  • Abstracts describing a study using clinical cases that lack confirmed, definitive diagnoses are not acceptable.
  • Abstracts that describe data as pending are not acceptable.
  • Vague statements such as “the results will be discussed” will not be acceptable.
  • Preliminary data from an ongoing study can be used. But, you cannot submit another abstract next year on the same data (even if you have more data and it is more accurate), unless the abstract is about a completely different set of data or a different part of the project.
  • You must put actual data in the abstract: do not submit the abstract expecting to get the data by the time you present it at the meeting.
  • Abstracts that present data “fractionated” into 2 or more abstracts when they could be combined into one are discouraged (e.g. regarding test validation, methodology development, or establishing a normal range without application to a population with sufficient power to demonstrate statistical significance).

Ethical Guidelines

All submissions must adhere to the Ethical Guidelines outlined in Equine Veterinary Journal’s Author Guidelines available at http://onlinelibrary.wiley.com/journal/10.1001/%28ISSN%292042-3306/homepage/ForAuthors.html, and make transparent and complete declarations of:

  1. Ethical Animal Research (Section 2.3)
  2. Competing Interests (Section 2.5),
  3. Sources of Funding (Section 2.6).

If appropriate, state “not applicable” against the relevant heading. During the submission process you will also be expected to certify that your abstract complies with Equine Veterinary Journal’s Antimicrobial Stewardship Policy (Section 2.4).

This information will be published within a declarations section at the end of each abstract. Do not include it in the main body of your abstract or word count. You will be required to make the same declarations, along with any other acknowledgements, at the beginning of your oral presentation at the Congress.

Failure to include appropriate information on owner consent will lead to abstract rejection. The most common errors we encounter when reviewing abstracts are that authors fail to provide a statement of owner consent when (1) their study involves work on tissues/fluids derived from animals taken at post-mortem examination or as excess during clinical sampling, and (2) their study involves prospective research on clinical cases. EVJ accepts that retrospective review of clinical case material is often performed without owner consent, but owner consent should be stated for retrospective work if it was given.

Submission dates

Clinical research abstracts can be submitted from 25 January to 15 February 2018. Submissions after this date will be rejected and will not be read.

Submission process 

The link for submitting your abstract will go live on Thursday 25th January 2018. To submit your abstract go to: http://mc.manuscriptcentral.com/evj-abstracts

To facilitate blinded peer review, submit 2 copies::

  1. Copy for peer review: Remove author names and addresses and delete all identifying details and where appropriate replace these with the words “details masked for peer review” in the main body of the abstract;
  2. Unblinded copy for production: This must include the authors’ names and addresses after the abstract title and the Ethical declarations described above at the end of the abstract. Underline the name of the person who will present at Congress.

Peer review

Submitted abstracts will be peer-reviewed in a blinded process abbreviated from that used by Equine Veterinary Journal for full manuscripts. After an initial editorial screening phase, abstracts will be reviewed by 2 individuals with expertise in the relevant topic. Both scientific quality and relevance to equine veterinary practice will be considered. Excessively poor grammar, lack of clarity of writing and failure to make complete and appropriate ethical declarations will be grounds for abstract rejection. There will be no opportunity for revision.

Prior presentations and publications

It is permissible to submit work that is similar or identical to abstracts that have been presented at any other conferences after September 16, 2017. Material presented prior to this date will not be considered. Abstracts describing work that has already been submitted for consideration for publication in any peer reviewed journal at the time of abstract submission are not eligible.

Future publication of material in your abstract

Equine Veterinary Journal encourages submission of full papers describing work that has already been submitted or presented as clinical research abstracts at BEVA Congress. Publication of a 300 word abstract in this (or any other congress proceedings) will not prevent you submitting the same work as a full manuscript to Equine Veterinary Journal (see EVJ author guidelines section 2.1). If you are considering future publication in other journals, authors are encouraged to verify guidelines with editors of specific journals and to be aware that some journals limit the length of previously published abstracts to 250 words (notably J Am Vet Med Assoc and Am J Vet Res).

Questions?

  • Queries relating to abstracts or Congress: email Debbie Wylie
  • Queries relating to the Manuscript Central submission process: email Jane Woodley