ROECSG Spring Symposium Abstract Submission Guidelines

Abstracts must be submitted by 11pm Eastern on March 15, 2021.  Notification of acceptance for presentation (oral or asynchronous) will be sent out by April 19, 2021.  There will be a limited number of live virtual oral presentations. Submissions meeting minimum review requirements but not selected for live oral presentation will be accommodated as asynchronous oral presentations (pre-recorded short oral presentation). Please read the following abstract submission guidelines closely.

Abstracts accepted for this year’s ROECSG symposium will be published electronically in the International Journal of Radiation Oncology Biology Physics. All submission fields must be completed as requested and formatting requirements must be followed.

NOTE ABOUT PROJECTS ALSO SUBMITTED TO ASTRO 2021: Because abstracts presented at the ROECSG symposium will be published in the Red Journal, titles and content should not be identical to abstracts submitted for ASTRO’s 2021 Annual Meeting. ROECSG strongly encourages presentation of projects at both meetings. Suggestions to make a ROECSG abstract unique are to submit a “results” abstract to ASTRO and a methodological abstract to ROECSG. Alternatively, consider presenting a subset analysis of results. If you have questions about this policy please contact

You must complete your abstract submission in one session.  Submissions cannot be saved and returned to at a later time.  Please prepare your submission offline based on the guidelines below before submitting.

Authors will have the option to receive feedback from abstract reviewers using the medical education research study quality instrument (MERSQI) and the Newcastle-Ottowa Scale-Education (NOS-E).  For details on these rating scales, please see Figure 1 in Cook and Reed Academic Medicine 2015. Authors are strongly advised to review these instruments when writing their abstracts, even if they choose not to receive feedback from reviewers.

Abstract submissions are limited to 400 words not including title, authors, institutional affiliations and references.  Abstracts >400 words will not be reviewed.

Your submission must include the following:

Title: Provide an informative session title

Authors: Authors and institutions (format = First MI Last name Degree(s) Institution; list each author/institution on a separate line).  A maximum of 20 authors’ names may be listed on each abstract. There are no exceptions. Authorship credit should only be given if all three of the following criteria are met. There is not mechanism for listing co-lead authors, or co-PIs. Each author must have made substantial contributions to:

  • conception and design, or analysis and interpretation of data, and
  • drafting the abstract or revising it critically for important intellectual content, and
  • final approval of the version to be submitted/published

Disclosures: Please include a disclosure statement for each author for any potential or perceived conflicts of interest. If an author does not have a disclosure, please state “none.”

1) Completed Work – projects with results that will be ready for presentation at the symposium
2) Work in Progress – incomplete projects that are in the conceptual phase, design phase, or data collection phase but do not have results ready for presentation at the symposium

Abstract format:

Purpose: What problems or issues have you identified and addressed/What problems or issues have you identified and are working to address?
Approach/Methods: What did you do/What do you plan to do?
Results/Outcomes: What did you find/What do you expect to find (i.e. your hypothesis)?
Discussion: What did you discover as a result of your efforts? / What do you expect to discover?
Significance: What implications do these/will these lessons hold for now or the future?

Tables/Figures are not being accepted.

List of 3 key words: Provide 3 key words that articulate the focus of your submission

References: Limit to 5

Abstracts will be reviewed and rated by multiple reviewers on the following criteria.  Top abstracts will be accepted for oral presentation unless the submitting author specifies a preference for an asynchronous oral presentation.

ROECSG Abstract Review Criteria

1) Topic of Importance: Topic is relevant and timely for a national/international audience
2) Approach: The authors effectively explain an approach that solves the problem identified
3) Interpretation: Results or outcomes are presented in a clear manner; for research highlights, discussion is grounded in the literature
4) Significance: The authors provide evidence that the findings have implications for now or the future

Please contact with any questions about the abstract submission guidelines.

Click here to submit an abstract