Skip to main content

General Instructions for Authors
64th AAEP Convention
San Francisco, CA
December 1-5, 2018

To submit a paper, go to https://aaep2018.abstractcentral.com.

ALL papers must be submitted online by March 15, 2018, 3:00 p.m. ET.

The AAEP Proceedings is protected by copyright, and information submitted and accepted becomes the property of AAEP. However, requests for copies or reprints will be honored by AAEP only with the cooperative permission of the presenting author, who by his or her presentation represents all authors. AAEP reserves the right not to accept any submission without further recourse.

Presentations for the AAEP Convention will be selected directly from the review-ready submissions to the AAEP. Submissions may include case series with follow-up data, or the results of experimental or observational studies as scientific papers, as well as “How to” and review papers. Selection will be made by the Educational Programs Committee. The quality of the submission will determine the selection. Missing data or proposed, but not completed, procedures will exclude the submission from consideration. AAEP invites information dealing with any subject germane to equine practice, but special consideration will be given to submissions by practitioners and material with practical content or new information. At least one author of a report describing diagnosis, treatment, or the interpretation of medical information should be a veterinarian.

All submissions should strictly adhere to the Instructions for Authors. Submissions will be ranked using the AAEP Scoring Criteria (found at the end of this page) and the highest-ranking papers will be selected for the available time.

Authors are expected to acknowledge all sources of funding or support for the work described and to disclose to the Educational Programs Committee any financial interest (including ownership, employment, consultancy arrangements, or service as an officer or board member) they have with companies that manufacture or sell products that figure prominently in the paper or with companies that manufacture or sell competing products. Such an interest will not necessarily influence the decision to accept or reject a submission for the program, but must be included in the Acknowledgments section for the convention Proceedings.

Guidelines:

Failure to adhere to the following format will result in non-acceptance. It is the author’s responsibility to convince the Educational Programs Committee of the value of the submission, as well as to portray to the reader the contents of the presentation. Specific instructions for Scientific papers, “How to” papers, Review papers, < 250 word abstracts, and Business papers can be found in their respective sections.

Format:

  • 12 point, Times New Roman font
  • Double-spaced
  • 1” margins

Headings should include (but are not limited to) the following:

1.  Take Home Message
2.  Introduction
3.  Materials and Methods
4.  Results
5.  Discussion
6. Acknowledgments

     i.  Declaration of Ethics

     ii. Conflicts of Interest

7.  References


Title:

The title should be 15 words or fewer, at the top and on the first page.

Example:

Upper Respiratory Dysfunction in Horses During High Speed Exercise


Take Home Message:

This should be a concise summary of the main conclusion and should be no longer than two or three sentences (approximately 50 words). "How to" papers do not require a take-home message. 

Example:

Local anesthetic injected into the coffin joint is not selective for only this joint. Such injections will desensitize much of the navicular bone and its suspensory ligaments.

Introduction:

The rationale for the submission should be given briefly and significant published work acknowledged here. The clinical significance should also be included, as well as a clear statement of the objective or purpose of the submission. The statement of objectives is usually found in the last sentence of the Introduction.

Materials and Methods:

This section should describe experimental methodology in the case of a didactic study or, in the case of a clinical study, should include a description of the population from which the animals were selected and how they were selected for inclusion in the report.

Data obtained and how they were obtained must be described. A description of the statistical methods used to summarize data, test hypotheses, and characterize the significance of results should also be included.  For weights and measures, metric units should be used. Dosages should be expressed entirely in metric units and with specific time intervals.

Example:

22 mg/kg, q 12 h, IV (not 10mg/lb, BID, IV)

Results:

Actual results with numbers and data must be presented. When possible, quantify findings (mean, median, proportion) and present them with appropriate estimates of measurement error or uncertainty (such as standard deviation (SD), standard error (SE) or confidence interval) in addition to the results of hypothesis testing. If the data can be well represented with a graph or figure, these are encouraged if subsequent publication is not anticipated. If numbers and data are not presented due to concerns regarding publication in a refereed journal, indications of relative differences between groups such as odds ratios, % change, and significant differences must be included in the submission to be considered acceptable. In these instances, the authors should submit the data in the form of means, standard deviations, or other descriptions of comparisons among groups in an appendix, which will not be published and only used for review purposes.

Discussion:

Important findings documented in the results of the study should be stated. Results should be related to other work which has been done and how the results differ or agree with previously published work and why any differences may have occurred should be discussed. The practical take home message for the equine practitioner should be clearly defined and stated in the summarizing final statement. This statement may be longer, but should be similar in content to the take home message at the beginning of the paper.

The following items must be fully explained in the paper: the number of horses that have been worked on, how many will be affected, and evidence that the procedure works and is safe.

Recommended Nomenclature:

Anatomy and anatomic planes should be described using standard nomenclature following the guidelines developed by Nomina Anatomica Veterinaria. 

Acknowledgments:

Acknowledgments should include financial and material support for research (e.g. Grayson-
Jockey Club Research Foundation, AQHA Foundation) and technical support for work performed. Authors are expected to disclose the nature of any financial interests (including ownership, employment, consultancy arrangements, or service as an officer or board member) they have with companies that manufacture or sell products that figure prominently in the submission or with companies that manufacture or sell competing products.

Declaration of Ethics:

A Declaration of Ethics statement should be included in the paper under the Acknowledgements section. Authors must declare if they have adhered to the Principles of Veterinary Medical Ethics of the AVMA.

  1. If your paper or presentation references the use of a compounded pharmaceutical, please be certain that you are familiar with the FDA guidelines on the use of compounded pharmaceuticals and that the product you reference is in compliance. See section below regarding papers using compounded medications or medical devices.
  2. All submissions should cite levels of evidence-based medicine.

You should plan to include any ethical considerations as part of your oral presentation if your paper is accepted.

Conflicts of Interest:

Authors are expected to disclose the nature of any financial interests they have with companies that manufacture or sell products that figure prominently in the submission or with companies that manufacture or sell competing products. (This includes ownership, employment, consultancy arrangements, or service as an officer or board member.) A Conflict of Interest statement should be included in the paper under the Acknowledgments section whether a conflict exists or not.

Example of COI Statement

Conflict of Interest: Dr. John Doe has no conflict of interest. Dr. Jane Doe has served as a paid technology analyst for the venture capitalists that initiated the formation of Company ABC and served as a member of the Board of Directors of Company ABC from its inception until 2008. Company ABC is currently commercializing the use of Product XYZ. Dr. Jane Doe has also served as a paid consultant and continues to serve on the Company ABC Advisory Board.

All authors are required to disclose any actual or potential conflict of interest including any financial, personal or other relationships with other people or organizations within three years of beginning the submitted work that could inappropriately influence, or be perceived to influence, their work.

At the point of submission, the American Association of Equine Practitioners’ (AAEP) policy requires that authors must disclose and describe the nature of any actual or potential financial and/or personal relationships they have with companies that manufacture or sell products that figure prominently in the submission or with companies that manufacture or sell competing products. (This includes ownership, employment, consultancy arrangements, or service as an officer or board member.) When considering whether a conflicting interest or connection should be declared, the author is asked to answer the following: Is there any arrangement that would embarrass you or any of your co-authors if it was to emerge after publication and you had not declared it?

As an integral part of the online submission process, Submitting authors are required to confirm whether they or their co-authors have any actual or potential conflicts of interest to declare, and to provide details of these. It is the Submitting author’s responsibility to ensure that all authors adhere to this policy.

  1. Any and all authors listed on the paper must disclose any actual or potential conflicts of interest
  2. Any and all authors listed on the paper must disclose if no conflict exists
  3. The nature of the conflict (actual or potential) needs to be described

References:

References to published works should be limited to what is relevant and necessary. Number references in the text with superscript numbers consecutively in the order in which they are first cited. Under references, list all authors when there are three or fewer; list only the first three and add “et al.” when there are four or more. The author is responsible for the formatting and accuracy of all reference citations. Since readers frequently depend upon the reference citations to guide them in further reading, it is imperative that the citations are correct so that libraries can locate the papers a reader may wish to obtain.

Examples:

Journal article:

Auer JA, Martens RJ, Williams EH. Periosteal deformities in foals. Am J Vet Res 1982;181:459-466.

Murphy CJ, Lavoie JP, Groff J, et al. Bilateral eyelid swelling attributable to lymphosarcoma in a horse. J Am Vet Med Assoc 1989;194:939-942.

Some common journal abbreviations include: Acta Vet Scand, Am J Vet Res, Can J Vet Res, Can Vet J, Cornell Vet, Compend Contin Educ Pract, Equine Vet J, Equine Vet J Suppl, J Am Vet Med Assoc, J Vet Diagn Invest, J Vet Intern Med, Prev Vet Med, Vet Clin North Am Equine Pract, Vet Radiol, Vet Rec, Vet Surg.  Other journal names should be abbreviated in accordance with the National Library of Medicine and Index Medicus.

Book:

Turner AS, McIlwraith CW. Techniques in large animal surgery. Philadelphia: Lea and Febiger, 1982;186-191.

Banks P, Bartley W, Birt LM. The biochemistry of the tissues 2nd ed. London: John Wiley & Sons, 1968;24.

Devlin TM, ed. Textbook of biochemistry with clinical correlations. New York: John Wiley & Sons, 1982;14-36.


Chapter in a book:

Axelrod B. Glycolysis. In: Greenberg DM, ed. Metabolic pathways, vol 1. 3rd ed. New York: Academic Press, 1967;112-145.

Kainer RA. Functional anatomy of equine locomotor organs. In: Stashak TS, ed. Adams’ lameness in horses 4th ed. Philadelphia: Lea and Febiger, 1987;12-18.


Proceedings:

Divers TJ. Acute renal failure in horses and cattle, in Proceedings. 3rd Am Coll Vet Int Med Forum 1985;93-95.

Lamb CR, Koblik PD, O’Callaghan MW, et al. Comparison of bone scintigraphy and radiography as aids in the evaluation of equine lameness: Retrospective analysis of 275 cases, in Proceedings. Am Assoc Equine Pract 1989;35:359-368.
 

Footnotes:

References to dissertations, theses, abstracts, personal communications and papers submitted but not yet accepted for publication should be footnoted:

Jones CD. The selective advantage of the ABO blood groups [thesis]. Ithaca, NY: Cornell University; 1990.

Bramlage LR. Lexington, KY. (personal communication) 1996.

Smith AB. Unpublished data. January 1990.

Evans LH. Entrapment of the epiglottis. Am Assoc Equine Pract. In Press 1981.
 

Products and equipment should be identified by chemical or generic names or descriptions.


All products should be footnoted, along with the manufacturer’s full address. A trade name may be included in a lettered footnote along with the name and location (full mailing address including zip code) of the manufacturer when the product or equipment was essential to the outcome of the experiment or treatment.

Example:
All horses were sedated with a combination of detomidine HCLa (10-20 mg/kg IV) and butorphanol tartrateb (0.01-0.02 mg/kg IV).

aDormosedan® Orion Corporation, Espoo, Finland.
bTorbugesic®, Fort Dodge Animal Health, Fort Dodge, IA 50501.

Figures:

  • The resolution should be at least 300 dpi.
  • Figures should be cited in the text in parentheses (Fig. 1) consecutively in the order of which they are first mentioned.
  • The figure itself should also be numbered to correspond to the citation in the text.
  • Figures must include captions, 40 words or fewer.

Figures, tables, and text should all be included in the same document.

Tables:

Tables should be self-explanatory and should supplement the text. Provide a concise, descriptive title for each table.

Figures, tables, and text should all be included in the same document.

Permissions:

If you wish to use previously published material, including text, photographs, or drawings, you must acknowledge the original source and submit written permission from the copyright holders (author and publisher) to reproduce the material. Provide this permission when you submit your original manuscript.

IACUC Approval:

AAEP is dedicated to the humane use of animals in scientific research in accordance with the Institutional Animal Care and Use Committee (IACUC). 

Compounded Medications or Medical Devices:

To be considered for selection in the Annual Convention program, abstracts that include the use of compounded drugs must adhere to the tenets described in the AAEP Equine Veterinary Compounding Guidelines (2005). Specifically, compounded drug or medical devices cannot be used in lieu of a FDA-approved product if the approved product has a label indication for the purpose or condition being evaluated or described in the abstract.

An exception to this policy will be made for abstracts reporting clinical trials conducted in fulfillment of the requirements for the approval of a new drug (FDA) or biologic (USDA). 

Submitted papers that use compounded drugs or medical devices will be reviewed by at least two individuals with expertise in this area selected by the CE Steering Committee. The individuals will then make a recommendation to the EPC about the suitability of the submission for potential inclusion in the program.

Standard of Care:

The AAEP is sensitized to having people use the term “Standard of Care” from the podium. If you plan to do this, please include this in your abstract or written submitted material so the EPC can confirm its agreement with your statement.

1. A diagnostic and treatment process that a clinician should follow for a certain type of patient, illness, or clinical circumstance. Adjuvant chemotherapy for lung cancer is "a new standard of care, but not necessarily the only standard of care." (New England Journal of Medicine, 2004).

2. In legal terms, the level at which the average, prudent provider in a given community would practice. It is how similarly qualified practitioners would have managed the patient's care under the same or similar circumstances. The medical malpractice plaintiff must establish the appropriate standard of care and demonstrate that the standard of care has been breached.

Deadline:

ALL papers must be submitted online by March 15, 2018, 3:00 p.m. E.T.; under no circumstances will submissions received after the deadline be considered or reviewed. ALL deadlines must be adhered to in order to have the published Proceedings available at the meeting.

Review Process:

To respect the integrity of the Annual Convention program and ensure the fairness of the review process, AAEP has adopted blind reviewing in which the identity of the authors and reviewers are not known to each other. Papers will be reviewed, scored, and selected by the Educational Programs Committee. Please follow the blinding guidelines below.

Blinding Guidelines:

  • The title page and/or front matter of the blinded version of a paper should contain no references to any author or to his/her affiliation.
  • All unpublished works by an author of the submitted manuscript should be blinded.
  • When referring to an author’s publication, the form of third person should be used.
  • Any acknowledgments section should be removed from the blinded version. Also, please delete any notes that indicate affiliation, conference presentations, grants, author or departmental websites, etc.
  • Do not use author name or affiliation in the names of the submitted files.


Scoring Criteria:

One goal of the Educational Programs Committee (EPC) in choosing submissions for the AAEP annual meeting is to combine the best available clinical research with clinical experience and expertise to meet the needs of our patients. The AAEP Scoring Criteria can be found here.

Pre-Press Approval:

Authors will have final approval at the page proof stage. Changes/updates in numbers, dosages or inappropriate grammar may be made within one week of receiving page proofs. Final grammatical changes will be the decision of the editors. Substantial changes or removal of any data will result in forfeiture of complimentary registration and travel, and exclusion from the program.

Reimbursement:

Presenting authors will receive one complimentary registration and a reimbursement of $550 to help support travel.

Mentors for Authors:

Paper submissions by private practitioners and first-time authors are highly encouraged. The AAEP has a list of members in various areas of expertise who have agreed to volunteer their time to mentor an author who needs guidance. To see this list, email Carey Ross at cross@aaep.org.