Call for Abstracts

The Organising Committee welcomes you to submit an abstract for Future Proof – The Online Medical Education Summit.

 

24 October Abstract Key Dates

Call for Abstracts Open Now open
Call for Abstracts Deadline – First Round Sunday 11 October 2020
Author Notification – First Round Tuesday 20 October 2020
Summit Date Saturday 24 October 2020

The following presentation types will be available for selection upon submission of an abstract:

  • Oral Presentation (15 minute presentation, comprising of a 10 minute platform + 5 minutes for questions).
  • Digital Poster (available to view on smartphones, tablets and the interactive webinar platform). For more information, please click here.

The Future Proof Platform has been developed with all the tools, processes and innovation required to ensure that medical education can continue to grow as a discipline in [Australia and New Zealand] regardless of the environment. Now is not the time to stop learning.

Our 8 key themes address some of the burning topics in Medical Education relevant in 2020 and how they will help you Future Proof your career:

Feedback and Assessment
Curriculum (re) Design
Safety and Quality
Interprofessionalism
Innovations
Simulation and Virtual
Educator Development
Promoting Diversity

We recognise that medical education is very much a community of practitioners from various medical specialties where improving feedback and assessment of trainees will be instrumental in their development and growth.

Making sure the learning curriculum (program) is (re) designed in a contemporary and cutting edge will enable doctors, who sometimes work within complex teams, with the necessary tools to improve patient outcomes, with safety and quality being paramount. Interprofessionalism has often proven to drive results and positive outcomes for these complex team.

Medical educators need to have access to resources that encourages educator development in a safe and lively space where innovation is encouraged, trialled and tested. Simulations and virtual environment in the context of medical training can achieve enhanced performance outcomes.

Finally, we are ourselves a diverse community and recognise the value of including all perspectives, including ensuring that medical training reflects the population it serves.

Abstract format and layout guidelines
  • Authors must submit a written and video abstract. For instructions on submitting a video abstract, please see the tabs relating to ‘Video abstracts’.
  • Abstracts must not exceed a 300 word limit. The word limit relates only to the text of the abstract and does not include title, authors and institutions. The author name and affiliation will be automatically included in the final PDF.
  • The type font and font size is preset in the abstract submission form. Formatting is preserved (italics, bold, superscripting, subscripting, underlining) and symbol characters (i.e. ± , μ, ß) may be used. Use single line spacing. Text should be fully justified.
  • Type the abstract title in the field provided on the online submission form. The title will be accepted in sentence case only. If your title includes acronyms or nouns which require capitalisation, please email the Summit Managers via futuremeded@arinex.com.au to have these updated on your behalf.
  • Written abstracts will only be accepted in the text box field in the abstract submission form.
  • You are required to provide three (3) key highlights to your abstract submission. 
  • Abstracts must be free of typographical and grammatical errors and use sentence case for headings.
  • Abbreviations should be given in brackets after the first full use of the word. Abbreviations may be used in the title, provided the name in full is outlined in the body of the abstract.
  • You will be asked to provide a short biography (up to 100 words) and photo with your submission. This photo and biography will be added to the Summit mobile phone application.
  • Add co-authors in the ‘Author(s)’ section of the submission page. All presenting authors must be indicated at this stage. Please provide a biography and photo for all presenting authors.
General policies and requirements
  • All abstracts must be original work. An abstract should not be submitted if the work has been or is to be published or presented at a major national or international meeting.
  • An abstract must contain sufficient information so that if published, it will be a complete report independent of presentation. The text should not contain statements alluding to results or conclusions not presented within the text.
  • Submission acknowledges consent to publication of the abstract in the mobile phone application.
  • The presenting author will be required to register for the Summit in order to ensure their abstract(s) is included in the final program one week prior to the session.
  • All submissions must be completed electronically via the online submission facility. If you are unable to submit in this manner, please contact the Summit Managers at futuremeded@arinex.com.au.
  • All abstracts must be prepared according to the abstract format and layout guidelines provided. Abstracts will only be accepted and published if submitted in accordance to the guidelines. 
  • There is no limit to the number of abstracts that may be submitted by an individual. However, splitting of a body of work into multiple abstracts is discouraged and consolidation into one abstract is preferred.
  • Abstracts and videos may be used for promotional materials for the Summit.
Video abstracts

The purpose of a video abstract

Authors are encouraged to submit a video abstract.

A video abstract allows you to introduce your paper in an effective and engaging presentation, telling the Program Committee why they should accept your research as part of the MedEd Summit Program.

The aim of the video abstract is to present the three (3) key highlights and main conclusions of the paper. 

Videos must be no longer than two (2) minutes in duration and be uploaded in the format of a YouTube link. Video abstracts will only be accepted in the format of a YouTube link.

Tips for filming

  1. Ensure that, the device you are using is the only device connected to your home broadband so there is no interference.
  2. It should not last longer than two (2) minutes.
  3. It should be understandable to members outside of the medical education field.
  4. It must provide a clear verbal narration of the visual content.
  5. It should not include small text that will be difficult to read.
  6. It must be accompanied by a paper abstract submitted via the abstract submission form.
  7. It must not include music soundtracks due to our copyright policy; this also applies to open source music.
  8. Framing and eyelines – frame shot properly is vital. Eyeline level with camera.
  9. Lighting – should be at eye level, overhead can cast shadows on face.
  10. Desk lamp projected to the wall in front of you will provide the look of professional lighting.
  11. Sit near a window for natural light.
  12. Uncluttered background is best, or an interesting bookcase that is neat, a plain white wall or solid colour.
  13. Consider a CGI background or dress background with pot plant or an industry relevant item.
  14. Avoid black or white colour clothing, soft colours better.
  15. Rehearse the delivery before recording. Talk as though the person is there.
  16. If outside, you will need external microphone (or headphones with an inbuilt microphone).
  17. Remove children or pets from the room.
  18. Turn off all notifications on your phone and laptop.
  19. Give yourself breaks; your energy needs to be high when you are on camera.
  20. Be animated, you can be slightly exaggerated, it will look normal on screen.

For instructions on submitting a video abstract, please see ‘Setting up your video abstract via Vimeo or YouTube’. 

Setting up your video abstract via Vimeo

The preferred video sharing platforms include Vimeo and YouTube.

Here is how to set up a Vimeo account:

  1. Go to www.vimeo.com.
  2. Click “Join”.
  3. Create a username and password and enter your email. 
  4. Confirm your email by following the instructions sent to your inbox.

To set up your video as a Vimeo link, please follow the below instructions:

  1. Log into your Vimeo account.
  2. Click the “Upload Video” button found on the homepage or through the link in the navigation bar labelled “Upload”.
  3. Select the “Choose File to Upload” button (You’ll also be presented with privacy setting options at this stage).
  4. Choose the file you want to upload and hit “Select”.
  5. While the file is uploading you can fill out information like the title and description.
  6. After you click the button, the uploading will start .The progress bar should estimate how long your video will take to be uploaded.

To share your Vimeo video link:

  1. Click the “Share” button (the paper airplane icon) on the video player.
  2. Grab the direct video link.
  3. Paste the link in the relevant section in your abstract submission form.
  4. Please ensure the privacy setting is “Only people with the private link”. This option is a semi-private setting that will make your individual video visible only to those who have the link. Your video’s credits will be removed, and the video will be removed from any channels or groups. Please note that anyone with access to this link can share it with anyone else.

Should you experience any issues uploading your video abstract, please contact the Summit Managers on futuremeded@arinex.com.au or call (02) 9265 0700

Setting up your video abstract via YouTube

The preferred video sharing platforms include Vimeo and YouTube.

Here is how to set up a YouTube account:

  1. Go to YouTube and click the Sign Up link. The Sign Up link is at the top-right of the page. This link takes you to the Create Your YouTube Account page.
  2. Enter your e-mail address and a password.
  3. Enter your details.
  4. Type the characters (letters and numbers) from the colored box into the Word Verification field. This is because YouTube wants to confirm that you are not a computer program creating false registrations.
  5. Select “Let others find my channel on YouTube if they have my email address”.This gives you some control over who sees your videos.
  6. Check the Terms of Use, Privacy Policy box after you read the policy.
  7. Click the Create My Account button. If you leave any fields empty or if you choose a username that’s taken already, YouTube refreshes the page with red warning notes identifying the fields that need to be corrected before you can register.

To set up your video as a YouTube link, please follow the below instructions:

  1. Open YouTube on your web browser and select ‘Upload a Video’ under the ‘Create a Video or Post’ icon in the top right corner.
  2. Within your account, select ‘Upload Video’ and set the privacy drop down to ‘Unlisted’. This will ensure your video is not accessible to the general public or viewable on your channel. Only those with the link can view the video.
  3. Select the MP4 file you wish to upload and title the video to your abstract title, followed by your name.

To share your YouTube video link:

  1. Under the video, click Share.
  2. Copy the link: Click the Copy button to copy a link to the video.
  3. Paste the link in the relevant section in your abstract submission form.
  4. Please ensure the privacy setting is “Public” or “Unlisted” (only those with the URL may view the video). If “Private”, please follow the below instructions:
    • Open YouTube in a web browser.
    • Click your avatar at the top right of the screen and then click “YouTube Studio” in the drop-down menu. 
    • In the pane on the left side of the screen, click “Videos.”
    • In the list of videos, find the one you want to share and then click its title to switch to the editor.
    • Click the Visibility tab and select “Private,” and then click “Done.” Once you’ve done this, save your changes by clicking “Save” at the top of the screen.
    • Next to the Save button are three dots. Click them, and in the menu that opens, select “Share privately.”
    • A new tab will open, and a “Share with others” pop-up will appear. In this pop-up, enter the email addresses of the people you want to share the video with (futuremeded@arinex.com.au ), and then click “Save and go back to YouTube Studio.”
    • Please notify our team by checking the “Share with others” box.

Should you experience any issues uploading your video abstract, please contact the Summit Managers on futuremeded@arinex.com.au or call (02) 9265 0700

Submitting your abstract

Abstract submissions are open.
Abstract submissions will only be accepted via the Summit website.

Note that you will need to set up a new account in the portal, even if you have set up an account for previous events.

  1. Click on ‘Create an author account’ on the right hand side. After completing your details you will be sent an email to verify your account for login. Please remember your account password in case you need to access it again to make any changes to your submission.
  2. Once logged in, click ‘Submit abstract’ to access the submission page.
  3. Select your presentation type. 
  4. Enter your paper title.
  5. List the 3 key highlights to your abstracts in the text box provided. DO NOT include the abstract title or author details in the text box. 
  6. List all authors in the correct order in the ‘Author(s)’ section, ensuring you indicate the presenting authors for the abstract. 
  7. Enter your abstract content. Abstracts must not exceed a 300 word limit
  8. Select your abstract theme from the list provided.
  9. Upload your video abstract. Video abstracts will only be accepted in the format of a Vimeo or YouTube link. 
  10. Answer the additional questions at the bottom of the submission form.
  11. Hit ‘Preview and submit’. You will be able to preview your abstract in PDF and make any changes if required.
  12. While on the preview window, hit ‘Submit’ to confirm your submission.

If you experience any technical issues while submitting your abstract or would like any changes made to the PDF of your abstract, please contact us via futuremeded@arinex.com.au.

Scientific review process
  • All submitted abstracts will go through a review process carried out by the Program Committee. Each abstract will be reviewed by at least two reviewers. In cases where reviewer viewpoints differ, a third reviewer will assess the abstract. 
  •  The highest scoring abstracts will be selected for oral presentation. The remaining submissions will be accepted for digital poster presentations. 
  • The paper abstract evaluation criteria is as follows:
    1. Does the abstract offer new data/knowledge or demonstrates innovation or has the potential to challenge/change current practice or foster professional debate?
    2. Will the abstract be of interest to attendees?
    3. Are the aims clearly stated?
    4. Does the abstract match the program theme?
    5. Are the conclusions supported by the data?
  • The video abstract evaluation criteria is as follows:
    1. Communication (clear, concise, expressive tone)
    2. Content (relevant issues, appropriate terminology, aids understanding)
    3. Structure (easy to follow, uses interactive techniques)
Notification of acceptance

Outcome notifications will be sent via email to the submitting author one (1) week prior to the session. Accepted abstracts will have the three (3) key findings published in the mobile application. The Forum will not be held responsible for abstract submissions not received via the website or for submission errors caused by internet service outages, hardware or software delays, power outages or unforeseen events.

Be part of the Summit Program