Kidney Week 2023: Abstract FAQs
FAQ Sections
General FAQs
What is a "research abstract"?
A research abstract is a synopsis of the most important information from an original scientific study. It provides a brief account of science being reported, including the purpose, methods, primary results, and conclusions. The abstract is based on the study's summary and conclusions.
What is a "late-breaking clinical trial" abstract?
A late-breaking clinical trial (LBCT) abstract is a synopsis of the most important information from a significant scientific study that has just concluded, is of high-impact to the nephrology community, or has crucial data that was not available in time for the regular abstract submission cycle. Only Phase 2, 3, and 4 clinical trials will be accepted, and preference will be given to those with final study results submitted.
The LBCT submission period opens on July 19, 2023, and closes on September 6, 2023, at 2:00 p.m. EDT.
Can I submit a "clinical case report"?
Yes, but it is important to contribute something clinically unique-not a small variation from previously presented cases. Consider such factors as uniqueness of the case, clinical findings presented, outcomes documented, and "take-away" lessons (teaching points). Accepted case reports may be assigned for poster presentation and/or published in the ASN Abstract Supplement PDF (generally not assigned for oral presentation).
What is an "informational poster"?
Informational posters are intended to stimulate utilization of research core facilities and enrollment in clinical trials. Submissions must include research services in core facilities at academic or nonprofit institutions as well as ongoing clinical trials open to enrollment. Abstracts describing clinical trial results are NOT eligible for consideration.
The informational poster submission period opens on June 14, 2023, and closes on July 12, 2023, at 2:00 p.m. EDT.
Submission FAQs
When does the abstract submission site open and close? How can I access the abstract submission site?
ASN is accepting research abstract and clinical case report submissions from April 12 through May 24, 2023, at 2:00 p.m. EDT, informational posters from June 14 through July 12, 2023, at 2:00 p.m. EDT, and late-breaking clinical trial submissions from July 19 through September 6, 2023, at 2:00 p.m. EDT. Go to the abstract submissions login page, and enter your ASN User Login (email and password) on the bottom right side of the page.
How do I access the abstract submission site if I don't have an ASN User Login?
Click here to create an ASN account. After creating your account, go to the abstract submissions login page, and enter your ASN User Login (email and password) on the bottom right side of the page. You do not have to be an ASN member to create an account, and there is no fee to create an account.
How do I access the abstract submission site if I have an ASN User Login but forgot my password?
Click here to update your password. Please note that your password is not your ASN member number.
Can I submit an abstract if I am not an ASN member?
Yes, nonmembers can submit abstracts without ASN member sponsorship.
Do all authors need to complete disclosures?
Yes, authors cannot be added to the abstract submission without 24 months of FULL disclosures on file with ASN (current as of 1/1/2023). Authors must submit their own disclosures. (Click here for the ASN Conflict of Interest and Disclosure Policy.)
Click here to access the online disclosure form (requires an ASN User Login). If an author does not have an ASN User Login, click here to create an ASN account, and then click here to access the online disclosure form. Authors do not have to be an ASN member to create an account, and there is no fee to create an account.
How do I check to see if my authors have completed their disclosures?
On the "Authors" page of the submission process, click the "Add Speaker" button, and search for the individual. If the individual has a record in the ASN database, the name will appear in the results. If the individual does not have current disclosures on file, the plus (+) symbol to the left of the name will be red.
How many abstracts can I submit?
There is no limit to the number of abstracts that an individual may submit. However, there is a $75 nonrefundable processing fee per research abstract, clinical case report, and informational poster submission and $95 nonrefundable processing fee per late-breaking clinical trial submission.
What is the maximum number of characters that my abstract submission can contain?
Your abstract may contain a maximum of 2,500 characters. The total character count includes characters and spaces in the following fields:
- Title
- Body
- Figure(s)
- Up to 2 figures can be included in a submission
- Figure count is determined by image height but will not exceed 560 characters
- Because image height cannot be calculated manually, we recommend uploading, editing, and replacing figures in the submission until an acceptable quality : character ratio is reached
- Table
- Up to 1 table can be included in a submission
- Table count is 50 characters per row
- For complex tables and in situations where control over formatting is desired, we recommend uploading the table as an image
- Author names (as they appear once added on Step 4 of the submission process)
- Author institutions do not count towards the total characters
Does the order in which the authors are listed on the abstract submission matter?
Yes, the first author listed must be the presenting author. The submission system recognizes the first author as the presenting author; these roles cannot be differentiated in the system or in the Kidney Week program.
Please keep in mind that the order in which authors are listed on the abstract submission will be the order in which they are listed in publications if the abstract is accepted.
How many authors can be listed on an abstract submission?
Up to 25 authors can be added to a submission. Author names as they appear on Step 4 of the submission process count towards the 2,500-character limit.
How can I list a study group or team as authors?
On the "Authors" page of the submission process, there is a field for "Group or Team Name." Do NOT list names of people; if you do, they will be deleted.
How can I view my abstract after it has been submitted?
Go to the abstract submissions login page, and enter your ASN User Login (email and password). Click the "Submission" link on the top navigation bar. Scroll down to the "Submissions" section, and select the ACTION of "View Submission" of the appropriate abstract.
How can I revise my abstract after it has been submitted?
It is important that the Presenting (First) Author verifies the abstract data before submission. Through May 24, 2023, at 2:00 p.m. EDT, submitted abstracts may be returned to draft, edited, and re-submitted. Between this date/time and May 31, 2023, for submitted abstracts needing minimal changes, the Submitter can submit the ASN Abstract Change Form to kidneyweek@asn-online.org with the abstract number in the subject line. After May 31, 2023, no changes will be allowed, including author updates. If accepted for presentation/publication, your abstract will be printed as it was submitted with any changes as of May 31, 2023. ASN has the authority to make standard copyediting changes (e.g., spelling errors, capitalizations, abbreviations).
How can I get a receipt of my abstract submission fee?
Go to your ASN Profile, login, click "Transactions," and download a receipt for the applicable transaction.
When will I receive notification about the status of my abstract submission(s)?
ASN will email notifications to the Presenting (First) Authors by 11:59 p.m. EDT on August 11, 2023, for research abstracts, clinical case reports, and informational posters and by 11:59 p.m. EDT on September 27, 2023, for late-breaking clinical trials. It is the responsibility of the Presenting (First) Authors to share the notifications with their co-authors.
If you are a Presenting (First) Author and have not received your notification by these dates, please email kidneyweek@asn-online.org and note the abstract number in the email subject line and the Presenting (First) Author's name in the email body.
How can I withdraw my abstract after it has been submitted?
Abstracts can be withdrawn through June 30, 2023, and late-breaking clinical trials can be withdrawn through September 30, 2023, by emailing kidneyweek@asn-online.org. Please note the abstract number in the email subject line and the Presenting (First) Author's name in the email body. Abstract submission fees are nonrefundable. After these dates, withdrawal requests will be accepted on a case-by-case basis, but the abstracts may appear in meeting publications.
Embargo FAQs
What is an embargo, and why does ASN enforce it?
An embargo is a request by ASN that information provided in an abstract submitted for ASN Kidney Week will not be shared until after the embargo is lifted. ASN enforces the embargo to ensure the science presented at Kidney Week is novel.
When will accepted abstracts be published and the embargo lifted?
Accepted Kidney Week 2023 abstracts, with the exception of late-breaking clinical trials, will be posted online by October 13, 2023.
Any information beyond what is contained in the four corners of the abstract may not be released until ASN lifts the embargo. With permission of the authors, ASN may selectively lift embargo prior to presentation at the Kidney Week meeting to coincide with the Kidney Week press briefing schedules or other press promotion.
Accepted late-breaking clinical trials (both for oral presentations and posters) are under embargo until presentation at Kidney Week.
How will I be notified if ASN has selected my abstract for a press briefing or other press promotion?
ASN Press staff will notify the Presenting (First) Author by email.
What do I do if I am contacted directly by the press to discuss my abstract?
In the event that a press representative contacts you directly, you should immediately email the ASN Press staff and seek approval before sharing any embargoed content for any reason.
Who do I contact if I have a question about releasing information about my abstract?
Please email ASN Press Officer Christine Feheley.
What should I do if a sponsoring company needs to comply with SEC (Security and Exchange Commission) Fair Disclosure requirements?
You must seek ASN approval before sharing any embargoed content for any reason. ASN Press staff and Kidney Week staff will work with you to develop an acceptable release of the required information if specific disclosures must be met or in the case of public health concerns.
Does ASN accept abstracts that have been previously published?
Abstracts are NOT eligible for consideration if the research has been published or accepted for publication by May 24, 2023.
Does ASN accept abstracts that have been presented at other meetings?
Abstracts are NOT eligible for consideration if the research will have been presented at another meeting or press conference prior to Kidney Week.
What happens if I violate the embargo?
If embargo is violated, ASN reserves the right to sanction the violator (authors or press).
Other FAQs
My abstract has been accepted for presentation. Will I automatically be registered for Kidney Week?
No, the presenting authors of abstracts accepted for oral or poster presentations are responsible for registering for the Annual Meeting (fees apply). ASN does not provide complimentary registration for oral and poster presenters.
If I cannot travel to Philadelphia, can I present my oral abstract or poster virtually?
No, all oral abstracts and posters must be presented in-person in Philadelphia. If you are listed as the Presenting (First) Author and cannot travel to Philadelphia, or cannot register for the Annual Meeting, a co-author must present in your place.
When will accepted abstracts be available for public viewing?
Accepted abstracts will be posted online on October 13, 2023.
What's the process to reproduce or reprint Kidney Week abstracts?
ASN holds the copyright for all Kidney Week abstracts. You can email your request to reproduce or reprint abstracts to kidneyweek@asn-online.org with the following details: (1) abstract number and title, (2) distribution audience, and (3) distribution quantity. ASN will review all requests. Approved requests must include the following reference: "Presented at ASN Kidney Week 2023. More information can be found at www.asn-online.org."
Additional Questions?
For technical support during the abstract submission process, contact ScholarOne support (email is recommended for fastest assistance).
For all other abstract questions, contact ASN Kidney Week staff at kidneyweek@asn-online.org or 202-640-4660.