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Rules/Call for Abstracts

DAGMEC 25th Annual Virginia C. Wood Resident Research Forum

Thursday, May 2, 2024, 5–7 p.m.



Location: Virtual on the Gathertown platform
**CLICK HERE for GatherTown instructions and link**

The 25th Annual Virginia C. Wood Resident/Fellow Research Forum is a poster presentation forum that features research and scholarly work by interns, residents, and fellows in the greater Dayton, Ohio area.

The Forum’s purpose is to:


RULES -  Please read carefully and assure compliance before submission.


  1. Exceptions to these rules must be approved before abstract submission. Send questions to dagmec@wright.edu.

  2. ABSTRACTS may be submitted January 1, 2024 through March 25, 2024.

  3. The Primary Author must be in attendance at the forum for the full 2 hours of the forum: Thursday, May 2, 2024, 5 – 7 p.m.

    • PLEASE CLEAR all other commitments, including call schedule and clinic/office/hospital schedules well before the forum to allow your attendance!
    • If the primary author is not in attendance for the full two hours of the forum, their poster will be disqualified and withdrawn from the forum.
    • ANY exceptions or emergencies, send email to dagmec@wright.edu asap.

  4. Primary author (resident of fellow) is to be the one who presents the poster at the forum, although other authors are welcome to assist.
    • Other authors are welcome to assist.
    • Problems? Email dagmec@wright.edu prior to submission.

  5. ONLY ONE POSTER may be submitted per primary author.
    • Primary author may be a co-author on other posters, but primary only on one.

  6. Posters presented at another professional meeting are allowed and even encouraged.
    • We want you to share your work, especially work that is good enough to be accepted at outside meetings.

  7. “Research in progress” is acceptable for submission, but will not be included in the competition unless completed by the date of the forum.

  8. Residents, interns and fellows who are currently in a DAGMEC program may submit posters.
    • Faculty (including “Extra year residents” who are classified as faculty) may not be primary author and may not submit to the forum. However, ALL faculty (at any institution), community physicians, and other researchers are encouraged to assist residents and fellows with research projects, and may be listed as co-authors on one or more poster(s).

  9. FACULTY ADVISER: All resident projects, including Case Reports/Case Series, must have a faculty adviser. (Fellow’s submissions may have, but are not required to have, a faculty adviser.) 
    • Faculty Adviser must be listed as a co-author on the abstract and the poster
    • The faculty adviser must review and approve the abstract PRIOR TO SUBMISSION.

  10. ALL submissions must include with the submission either:
    • Written documentation of IRB approval, or
    • Written determination of non-research status from the appropriate body (for example Premier’s Human Investigation and Research Committee (HIRC)).
    The exception is that case reports presented by WSU residents/fellows do not need IRB approval, as a case report is not considered "Human Subjects Research" by the Wright State IRB. However, ALL projects are expected to comply strictly with all HIPPAA regulations, and presenters are expected to have taken all appropriate steps to protect any personal information.

  11. FORMATTING OF THE ABSTRACT  

    • MSWORD format ONLY (.doc or .docx)
    • MAX of 3000 characters (excluding spaces)
    • Minimum 900 characters (excluding spaces)
    • No more than one page long
    • Font: Times New Roman, 12 points
    • Abstract must be submitted in the appropriate category. (see “Categories” below)
    • MUST use one of the templates:
      1. Click here for templates for CASE REPORTS/SERIES (only)
      2. Click here for templates for ALL OTHER CATEGORIES
    • Must include references (it is suggested that there be no more than three (3) references). (Yes, references ARE included in the word count and must also fit within the one-page limit!) (Please note, that references should NOT be included on your poster).
    • (If you would like some broad, general ideas and instructions on how to write an abstract, please click HERE for a list of links that give general instructions and ideas on writing abstracts.)
  12. Once your abstract is in compliance with the above rules, click on link at the bottom of the page to submit.
  13. Abstracts must be submitted by 11:59 PM (23:59) EDT on March 25, 2024.
  14. Submission must be approved by Program Director (sent automatically). Once approved, it will then be peer reviewed, and a response email with either acceptance or rejection sent to primary author and faculty advisor.
    • If you do not receive a response email within about 8 days of submission, please check with your program director to confirm that they have approved the project, then contact dagmec@wright.edu.
  15. If accepted, an email with instructions on submitting your poster and (optional) video sent by March 1 (or with the acceptance email after March 1).
  16. For instructions on creating posters and (optional) videos (videos ARE Encouraged and DO give you extra points in the competition), click here.
  17. Posters and (optional) videos must be submitted by 11:59 PM (23:59) Monday, April 8, 2024.
  18. Feel free to browse the GatherTown link at the top of this page to become familiar with the Forum platform and to look at last year’s posters (which will remain on the GatherTown platform through the end of 2023).
  19. Again, primary authors must present their posters, and be in attendance for the full 2 hours of the Forum, Thursday, May 2, 2024, 5 PM – 7 PM.
  20.  

    TIMELINE, abbreviated

     
    1. Submissions will be accepted from January 1, 2024 through March 25, 2024, and must conform with the formatting as described in rule #10 below.
    2. Application goes to Program Director (PD) for approval (2-3 days)
    3. 3. Once PD approves, abstract peer reviewed, and email of acceptance or rejection sent. (3-7 days)
    4. If accepted, instructions emailed for submitting electronic poster and optional video. (by March 1, 2024)
    5. Deadline for submitting your POSTER (and optional VIDEO): APRIL 8, 2024.
    6. Forum Thursday, May 2, 2024, 5 PM – 7 PM on GatherTown (link at top of page).

    CATEGORIES:

     
    • Patient Safety/Quality Improvement

      This category includes all types of research (case studies excluded) that deal with such things as: patient hand-offs/transitions of care, incorporating/improving protocols (hospital or outpatient), office flow, process improvement, patient/provider incentives, improving patient safety, or the many other areas that have to do with patient safety/quality improvement.
    • Research

      This category includes, among other things: chart reviews, basic science, clinical interventions, translational research, medications, etc. It can also include surveys and medical pedagogical (education/teaching) research. It does NOT include case studies or case reports (separate category).
    • Case Reports/Series

      This includes all case reports and case series projects. We strongly encourage these reports/series to be of the highest quality.
    • Fellow's Projects

      ANY submission by a Fellow MUST be submitted in this category. This category includes all types of research (including case reports/series) submitted by fellows.

    COMPETITION/PRIZES

    Posters and accompanying abstracts and optional videos that meet all requirements will be included in a competition and will be judged during the Forum. (See this link for areas scored in the judging.) Cash prizes will be awarded to the top two submissions in each of the submission categories (see list in Rule #8 below).

    Good luck, and see you at the Forum!

    Submission Link


    By clicking on this link, you attest that you have read and will follow the submission rules and guidelines. This link will take you to the Submission Form.


      

     

     

 

Dayton Area Graduate Medical Education Community

Randy J. Woods, M.D., FACS
Associate Dean, Graduate Medical Education, DIO

Boonshoft School of Medicine
Wright State University
3640 Colonel Glenn Highway
Dayton, OH 45435-0001

Contact

Lisa Boydston
937.245.7278
Fax: 937.245.7955
E-mail: lisa.boydston@wspi.org

Taunia Robinson
E-mail: dagmec@wright.edu

Location

Wright State Physicians
725 University Boulevard
Fairborn, OH 45324
Directions and Map (PDF)