abstract submittal & presentation guidelines

R C M I 2 0 1 9 N A T I O N A L C O N F E R E N C E

Collaborative Solutions to Improve Minority Health& Reduce Health Disparities

December 15–17, 2019 | Bethesda Marriott Hotel in Bethesda, MD | #RCMIconf

ABSTRACT SUBMITTAL & PRESENTATION

GUIDELINESAll submissions are due by 11:59 PM EDT on October 15, 2019.

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of 16Last Updated: September 26, 2019 2:42 PM

ABSTRACT SUBMISSION OVERVIEW

We are soliciting abstracts for oral and poster presentation. Abstracts from all fields of health disparities research are encouraged. Selected abstracts may be presented during Concurrent Scientific Sessions and/or during Poster Sessions. These abstracts should align with NIMHD Visioning Pillars:

• Methods and Measures — current proven best methods for studying health disparities, their drivers, causes, and solutions;

• Etiology — existing models that explain the causes, determinants, and influences of health and life course trajectories that result in health disparities; and

• Interventions — research, practice, and policy interventions which have shown the greatest promise to reduce and ultimately eliminate health disparities.

Primary abstract categories and sub-categories should be selected from the categories indicated on the next page. Abstracts will be accepted via electronic submission only. Abstracts that do not conform to official guidelines will NOT be accepted. Abstracts will not be considered unless submitted via the online form.

REGISTRATION: All presenting authors are required to register/pre-register for the Conference. Payment is not required immediately at the time of registration, but registration fees must be paid by October 31, 2019 in order to participate in the RCMI 2019 National Conference.

DEADLINE: All abstracts must be submitted via the online form no later than October 15, 2019 at 11:59 PM Eastern. No corrections will be allowed.

TARGET AREAS: All abstracts should represent basic science, clinical, community populations and studies, education, health policy, or special technologies and methodologies.

PRESENTATION FORMAT: Authors may indicate their preference for oral or poster presentation on the submission form, however, the final decision of assignment to oral or poster presentation will be determined by the Abstract Review and Scientific Planning Committees.

ACKNOWLEDGMENT: All abstracts will receive notification of receipt from the RCMI 2019 Conference Secretariat within 30 minutes of submission. Acceptance notifications will be sent no later than October 25, 2019. All notifications regarding abstract submissions will be made via email from [email protected].

SUBMISSION REQUIREMENTS: Please submit abstracts via the online form.

https://www.cognitoforms.com/RCMIConference/RCMI2019AbstractSubmissionForm


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ABSTRACT SUBMISSION CATEGORIES

Abstracts are categorized in broad thematic areas related to collaborations on minority health, health disparities, and health equity. Please note that reviewers have the authority to reassign categories as necessary, thus lengthening the review process. Therefore, it is important that you review the following categories before submitting your abstract to ensure optimal results.

01 Basic and Applied Minority Health and Health Disparities Research01 Cancer Health Disparities02 Cardiovascular and Cerebrovascular Diseases03 Diabetes / Obesity / Metabolic Syndromes04 Gene-Environment Interactions05 HIV and AIDS06 Infectious and Immunological Diseases (non-HIV)07 Microbiome08 Nanotechnologies09 Neuroscience and Mental Health10 Oral Health11 Pulmonary Diseases

02 Behavioral and Social Determinants of Health01 Behavioral and Mental Health02 Occupational Health03 Pain Management04 Social Determinants of Health05 Suicide06 Violence and Crime

03 Capacity Building01 Education and Training02 Institutional Readiness03 Investigator Development04 Mentoring and Professional Development05 Programmatic Efforts

04 Clinical and Translational Minority Health and Health Disparities Research01 Clinical and Translational Science Research02 Complementary and Alternative Medicine03 Environmental Science04 Pharmaceutical Sciences / Pharmacokinetics / Drug

Discovery and Delivery05 Public Health Preparedness for Natural Disasters

05 Community-Based Participatory Research01 Community-Based Participatory Research Addressing

Minority Health and Health Disparities

06 Data Science / Big Data01 Artificial Intelligence / Machine Learning02 Biomedical Informatics03 Computational Biology04 Electronic Health Records05 Genomics06 Precision Medicine07 Proteomics

07 Health and Healthcare Policy Research01 Health Economics02 Health Policy

08 Health Related Technology Application01 Health-Related Technology Application in Minority

and Health Disparities02 SBIR / STTR Grants and Health Disparities Research

09 Research in Special Population Sub-Groups01 Aging Research02 Child and Adolescent Health03 Global Health04 Homeless Populations05 Immigrant / Migrant Populations06 Incarcerated Populations07 Indigenous Populations08 Lesbian / Gay / Bisexual / Transgender / Questioning

/ Intersex (LGBTQI)09 Men’s Health10 People with Disabilities11 Rural Health12 Women’s Health

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3 Limit your abstract word count to 250 (not including title, authors, affiliations, or mention of grant support).

3 Single space all typing.

3 Define all abbreviations the first time they appear in the abstract.

3 Proofread the abstract carefully before submitting. No corrections will be allowed, and accepted abstracts will be printed in conference materials as submitted and approved by the Scientific and Review Committees.

2 Do not use tables, charts or formulas.

2 Do not include references or credits.

2 Do not add space between paragraphs.

2 Do not submit abstracts of published papers.

2 Do not submit your abstract more than once; all subsequent submissions of the same abstract are marked automatically as duplicates and removed from the review process.

&DOs DON’Ts

ABSTRACT SUBMISSION ETIQUETTE

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All abstracts MUST be organized using the following format:

TITLE (uppercase) must be a maximum of 60 characters, spaces and punctuation included.

AUTHORS (mixed cases) who have significantly contributed to the work should be listed. The recommended limit is 10 authors.

• The presenting author must be listed first (uppercase letters).• For each author, include the first and second initials with the last name. Separate authors with a

semicolon.• Example: PB TCHOUNWOU; CG Yedjou; ET Brown; CS Rogers; RW McMurray

AFFILIATIONS (capitalized)

• List institution(s) where work was performed. Include author initials following affiliation.• Example: Jackson State University (PBT, CGY, ETB, CSR); University of Mississippi Medical Center (RWM)

PURPOSE (header in uppercase)

• Explain the importance of the research or activity to include hypothesis, objectives, goals, and purpose.

METHODS (header in uppercase)

• Briefly explain the procedure and strategy used to gather the information presented.

RESULTS / EXPECTED RESULTS (header in uppercase)

• What did you find when you performed the analysis of the information presented? Remember, tables and charts are NOT allowed.

DISCUSSION / CONCLUSION (header in uppercase)

• How does the result address the purpose/hypothesis?• How do the reported findings contribute to the knowledge in the respective field?

GRANT SUPPORT (list only in the grant support field)

• Authors are encouraged to acknowledge grant support for work where applicable.

Note: A policy/special technologies & methodologies abstract should contain a brief description of the problem/issue to be considered, the key factors underlying the issue, and the recommendations for moving forward.

ABSTRACT SUBMISSION FORMAT

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ABSTRACT GRADING CRITERIA

All abstracts will be reviewed using the following categories:

RELEVANCE AND ADHERENCE to the conference objective: to share new and innovative approaches toward eliminating health disparities, developing the next generation of health disparities researchers, and extending the reach and visibility of the RCMI community by engaging NIMHD and NIH grantees with research interests in health disparities.

INNOVATION AND CONTRIBUTION to knowledge base, and to science/society.

CLARITY AND COMPLETENESS of the content including overall quality, purpose and objective, theoretical and/or applied focus, research/activity method, findings, and potential practical application.

ORGANIZATION of the abstract content, as stated in the submission guidelines (page 4).

RESEARCH DESIGN — sufficient information about the data collection and analysis procedures (if applicable).

RESULTS — discussion of results in the case where the study has not yet been carried out. Are there predictions about the expected direction of the findings? Are the results likely to be of value to the field?

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The following items must be completed for successful submissions & presentations:

F REGISTER to attend the RCMI 2019 National Conference. The General Registration Discount expires at 11:59 PM Eastern on October 31, 2019, and the Late Registration Rate begins on November 1, 2019. All registration fees must be paid by October 31, 2019 in order for the abstract to be accepted for presentation.

F PREPARE YOUR ABSTRACT according to these guidelines (remember not to exceed 250 words).

F SUBMIT YOUR ABSTRACT via the online form by 11:59 PM Eastern on October 15, 2019.

F ACKNOWLEDGMENT OF RECEIPT will come from the RCMI 2019 National Conference Secretariat ([email protected]) within 30 minutes of submission. If you have not received an email receipt (remember to check your junk mail folder), please call (404) 559-6191.

F ABSTRACTS SELECTED for oral and/or poster presentation will receive notification emails no later than October 25, 2019.

F CONFIRM YOUR PARTICIPATION as an abstract presenter using the link in your notification email no later than November 1, 2019. If you submit more than one abstract, then you must confirm for each accepted abstract that you plan to present at the conference.

ABSTRACT SUBMISSION CHECKLIST


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toNEED KNOWPoster presentations will occur during Poster Sessions. You will receive specifics on installation, presentation, and dismantle times by Friday, October 25, 2019. Poster presenters must register to attend the RCMI 2019 National Conference.

POSTER SIZE: An 8’x4’ poster board will be furnished for all participants to display their posters. The mounting surface area is 7’10” wide by 3’10” tall, do not exceed this dimension.

SET-UP & DISMANTLE: The presenting author is responsible for displaying the poster at the beginning of the assigned poster session and removing it at the end of the assigned poster session, at times to be designated in the Acceptance Notification Email. Please bring your own push pins to mount your poster. Detailed instructions for poster displays, poster number, and location will also be included in the Acceptance Notification Email.

PRESENTING AUTHORS: The presenting author must be available at the poster display during designated Poster Session. Conference participants will be invited to speak with authors either one-on-one format or in group sessions. There will be no audio-visual equipment for poster presentations, as space does not permit.

POSTER PRESENTATIONS ON-SITE

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LAYOUT: Organize your poster from left to right and top to bottom. One good method is to divide your material into 3 to 5 logical sections. Lay out each section as a vertical module on your poster, moving from left to right and leaving space between each module. White (empty) space is important and can be used to separate parts of your poster or establish relationships between modules or sections. Avoid clutter.

GRAPHS AND TABLES: As with the rest of your poster, strive for brevity, simplicity, and clarity. Here are some rules of thumb. Tables with more than 20 data cells will begin to overwhelm a typical viewer. Similarly, graphs with no more than three lines or six bars are preferable. Include captions and legends but keep them short and informative. Maintain a consistent labeling system for all graphs. When data of the same type are presented on separate graphs, it may be useful to use the same scale on all axes.

DEVELOPING YOUR POSTER

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TYPE STYLE: To maintain legibility avoid the use of ornate or script fonts. Blocky fonts like Swiss, Helvetica and Arial or conservative serif types like Times Roman and Bookman read well. In the body of the text, follow normal convention when employing italics and capital letters.

TYPE SIZE: All text must be legible. The title should be legible from at least 16 feet and text from 3-5 feet. Minimum recommended font sizes are summarized below:

Title 90Heading 60

Subheading 30Text 18


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BACKGROUND: Elaborate background images call attention to the background—not your science. Images and patterns will cause your material to be very difficult to read and visually obscured. However conventional it may be, choose a background that accentuates the material you want to present.

COLORS: Do not use fluorescent or intense colors. Colors used on graphs should consistently represent the same population or variable throughout. Subdued or neutral colors toned down with gray are best for backgrounds and large areas. Blues, browns, greens, or grays are appropriate for framing. Background for text and graphs can be white, but off-white or beige is easier on the eyes.

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ORAL PRESENTATIONS ON-SITE

toNEED KNOWOral Presentations will occur during concurrent breakouts and plenary sessions. Upon acceptance, each oral presenter will be provided with specifics on the assigned concurrent or plenary session. Oral presenters must register to attend the RCMI 2019 National Conference.

PRESENTATION LENGTH: Make note that abstracts selected for oral presentation will be allowed a maximum of 3-5 slides for a 10-minute presentation, not including the Questions & Answers period.

SUBMIT SLIDES: Slide presentations must be submitted in widescreen (16:9) PowerPoint format to the Conference Secretariat, 1Joshua Group, via email ([email protected]) no later than December 2, 2019; presentations files will not be accepted on-site.

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DEVELOPING ORAL PRESENTATIONS

PROOFREAD EVERYTHING, including visuals and numbers.

USE KEY PHRASES about your topic. Seasoned presenters use key phrases and include only essential information. Choose only the top three or four points about your topic and make them consistently throughout the delivery.

MAKE YOUR SLIDES EASY TO FOLLOW. Put the title at the top of the slide where your audience expects to find it. Keep important information near the top. Oftentimes, the bottom portions of slides cannot be seen by viewers in the back rows, because heads are in the way. Limit the number of words on the screen. Try not to use more than three bullets per slide. Don’t overload your slides with too much text or data. The surrounding white space will make it easier to read.

LIMIT PUNCTUATION and avoid all capital letters. Punctuation can needlessly clutter the slide and the use of all caps makes statements more difficult to read and is like SHOUTING at your audience.

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AVOID FANCY FONTS. Choose a font that is simple and easy to read. Avoid script type fonts as they are hard to read on screen. Use, at most, two different fonts – perhaps one for headings and another for content. Keep all fonts large enough (at least 24 pt and preferably 30 pt) so that people at the back of the room will be able to easily read what is on the screen.

USE CONTRASTING COLORS for text and background. Avoid the use of patterned and/or textured backgrounds as they distract from the presentation and reduce the readability of text. Placing dark text on a light background is best; tone down the potential glare of a white background by using beige or another light color. Note: colors appear lighter when projected and pale colors often appear as white. A dark background with white font reduces glare. When using a dark background, be sure to make text a light color for easy reading.

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LIMIT THE NUMBER OF SLIDES. Keeping the number of slides to a minimum ensures that the presentation will not become too long and drawn out. It also avoids the problem of continually changing slides during the presentation which can be a distraction to your audience. If the audience is reading slides, they are not paying attention to you. A more successful and engaging presentation is one that averages about one slide per minute or even one slide every two minutes.

USE PHOTOS, CHARTS AND GRAPHS. Combining photos, charts, and graphs will add variety and keep your audience interested in the presentation. Avoid having text only slides.

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FINAL NOTES FOR PRESENTATIONS

Please keep the following dates in mind when planning to attend and present an abstract during the RCMI 2019 National Conference:

10/31/2019 : : Standard Registration Rate Ends Late registration rates will apply beginning 11/01/2019.

11/22/2019 : : Lodging Discount Deadline Discount lodging at the Bethesda Marriott Hotel is based on availability.

11/01/2019 : : Notification Responses Due Authors notified of acceptance must complete the response form before 11/01/2019.

12/02/2019 : : Oral Presentation files Due All files must be submitted PRIOR TO THE CONFERENCE in PowerPoint wide screen (16:9) format.

12/15/2019 : : Conference Begins Pre-Conference workshops begin 12/15/2019.

For all inquiries, contact the Conference Secretariat:

1Joshua Group, LLC 1513 East Cleveland Avenue Building 100B, Suite 202 Atlanta, GA 30344-6947 (404) 559-6191 [email protected]

abstract submittal & presentation guidelines

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