Extended Abstract/CyPos Registration

• Proceedings
• Conflict of Interest
• CyPos Registration
• Slide Registration
• Pre-registration of Animation for presentation
• Award Information

For JSMP members, please consider registering your extended abstract for publication in the proceedings. The submission of the extended abstract is NOT mandatory when presenting at the ICRPT. However, authors presenting at the ICRPT are encouraged to submit their extended abstracts for publication in the Proceedings of the 127th JSMP. After preparing your extended abstract, the authors must submit it as a PDF format to the JSMP127 conference secretariat by e-mail (jsmp-info@j-rc.org). Any submission after deadline will not be accepted.
All extended abstracts will be published in the Proceedings of the 127th JSMP in a Supplement Issue of the Japanese Journal of Medical Physics (JJMP).

1．Preparation of your extended abstract

1) Writing a extended abstract by using template for Microsoft Word

One page extended abstract for the JSMP Proceedings is required for all accepted presenters. Please download the double-column template Word file below, and replace the content with the author’s work. Do not change format of the template file.

• Word templates

The 127th JSMP organizing committee will send another template file to the special presenters, they should not use these double-column templates.
Please follow the license conditions with the copyright holder if you use materials from previously published or submitted source including the one submitted/published by yourself.

2) Making of a PDF file

The extended abstract submitted to 127th JSMP must be a PDF file, which will be published as is in the JSMP Proceedings. The authors must appropriately arrange the body text, images, tables, and figures according to the template file. All fonts must be embedded in the PDF file.
Presentation title must be the same as the original title when submitted.
Kindly name the PDF file of the extended abstract as per below.
abstract submission number_family name_last name_upload date (yyyy/mm/dd)
ex) 1234567_Smith_John_20180101

2. Submission of your extended abstract

The authors must submit the PDF file to the secretariat for the 127th scientific meeting of Japan Society of Medical Physics (c/o JRC) by e-mail. The authors must verify that the PDF file is correct before sending the e-mail. The 127th JSMP organizing committee will not accept any files other than specified earlier. Such documents as Word files will not be accepted.
Secretariat for the 127th scientific meeting of Japan Society of Medical Physics (c/o JRC)
e-mail： jsmp-info@j-rc.org
Subject: ”Proceeding Submissio: abstract submission number& author name ”

3. Period for submission

December 8, 2023 – January 31, 2024
※Submission will not be accepted after the deadline.

4. Copyright of all extended abstracts in the JSMP Proceedings

The copyright of JSMP Proceedings will belong to the Japan Society for Medical Physics, however, the copyright of each extended abstract (1-page manuscript including figures/tables) belongs to the author. Therefore, the author can modify it and submit it to the journal as a scientific paper.

5. Contact information for inquiries

If you have any questions regarding the extended abstracts for the JSMP Proceedings, please use the contact information as follows:
Secretariat for the 127th scientific meeting of Japan Society of Medical Physics (c/o JRC)
Kanda-Surugadai Building 7F,
3-8, Kanda Ogawamachi, Chiyoda-ku, Tokyo 101-0052, Japan
e-mail： jsmp-info@j-rc.org

Important Disclosure of Conflict of Interest (COI)

All authors are required to disclose any conflicts of interest prior to the submission of any papers in the subject matter of which any company, public agency, or organization has a financial interest. A “Declaration on Conflict of Interest” must be shown in your second slide for both of the CyPos and presentation.

Please download sample slide shown below

CyPos Registration Period

16 February 2024 (12:00 noon) – 15 March 2024 (12:00 noon),（UTC+9）

Guidelines for creating CyPos files

The maximum number of slides that you can register is as follows:

Oral presentation: up to 31 slides/English

*The maximum number of slides includes the title and conflict-of-interest slides. The conflict-of-interest slide should be placed after the title slide (2nd slide).

CyPos File Format

The CyPos system supports PowerPoint files only (PowerPoint 2016-2021).
You can include video (AVI, WMV, MPEG1, MPEG2, and Quick Time formats) in your PowerPoint file.

Slide Size Settings

Please select “4:3” for the size setting.

Notes on Registering Video

Please insert video from “Insert < Video < Video on my PC” on PowerPoint. Please note that you have to separately register the video file uploaded.

File Size Limit

The maximum PowerPoint file size allowed for the register is 200MB (including video).

Obligation of Conflict-of-Interest Disclosure

JRC2024 obligates all presenters to disclose conflict of interest. Make sure to put a conflict-of-interest slide following the title slide (2nd slide).

Please check here about “Declaration on Conflict of Interest”.

About Registration of CyPos Data

CyPos file(s) must be uploaded to the system during the CyPos registration period. We will notify you of how to register your file on this page as well as through email to the corresponding/presenting speaker on February 16.

Upload period has ended.

About submission of presentation slides

1. Oral presentation slides must be submitted to the submission system prior to the Meeting.
   Submission system has been closed on March 29, 2024.
   
   * If you have any inquiries about the submission, please email our Support Desk.
   jrc@mdpj.jp
2. Submission period: noon on Friday, March 1, 2024 – noon on Friday, March 29, （UTC+9）
3. Please be sure to check your online preview screen via a link contained in an email that will be sent to you after the submission.
4. During the submission period, you can resubmit and preview your slides online as many times as you like.
5. You do not need to come to the PC Preview Center on the day of your presentation. Please go to your session room directly.
6. You will not be able to resubmit or modify your slides after the submission period has closed (including during the Meeting period).

Guidelines for creating presentation slides

1. Create your slides with Microsoft PowerPoint.

   * Please use PowerPoint 2016 or later.

2. Set the Slides sized for: to the On-screen Show (4:3) in the Page Setup.
3. Uncheck the Date and time and the Footer in the Slide tab of the Header and Footer from the Insert tab. Failure to follow this instruction may result in incorrect display of your converted slides.
4. Please be sure to check your online preview screen via a link contained in an email that will be sent to you after the submission.
5. During the submission period, you can resubmit and preview your slides online as many times as you like.

Conflicts of Interest

1. All presenters and guest speakers at JRC2024 are obliged to disclose their conflicts of interest.
2. A slide for disclosing your conflicts of interest should be placed as the second slide (i.e. after the title slide) of your presentation slides.

How to submit

1. Prior to the submission period, you will receive an email containing a link to the submission website and a password to login at the email address you registered when you submitted your abstract.
2. After the submission, an email containing a link for online preview will be sent to you.
   Check the slides you submitted and then click the Confirm button.
   Please note that it may take longer for you to receive a link for online preview when the submission website is busy, especially just before the submission deadline.
3. You can resubmit your slides as many times as you like during the submission period.
   Resubmit your updated slides on the submission screen.
   Please make sure that you check your slides by online preview after a resubmission.
   If you fail to click the Confirm button, the slides submitted and confirmed last time will be deemed as final.
4. Please make sure that you submit your presentation slides during the submission period.
   
   Submission period: 12 noon, Friday March 1–12 noon, Friday March 29, 2024 (strictly observed)
   You will not be allowed to resubmit or modify your slides after the deadline, including during the Meeting period.