Submission Guidelines & Policies

Submission Policies & Guidelines


Please click each section to learn more.


Submission Eligibility & Encore Presentation Policy

  • No paper may be presented at the SGIM Annual Meeting if it has been published or accepted for publication either in article or abstract form prior to the abstract submission deadline.
  • Papers under review at the time of the submission deadline but not yet accepted for publication, even if appearing in press before the meeting, are eligible for presentation.
  • No abstract may be submitted more than once to the SGIM Annual Meeting, either in different years or as more than one abstract in the same year. This does not preclude submitting to both the SGIM Regional and Annual Meetings or submitting separate abstracts featuring different analyses or other significantly different aspects of a single dataset, merely the submission of essentially the same abstract more than once to the annual meeting.
  • Authors/presenters are not required to be SGIM members.

Presenter Registration Policy

  • SGIM requires all attendees, both those presenting and those not presenting at the meeting, to register and pay the registration fees set by the SGIM Council.
  • There is no one day fee for the Annual Meeting.
  • If you invite colleagues to speak in an update or workshop, please make sure they understand that your invitation does not confer complimentary Annual Meeting registration.

Disclosure of Dual Commitments Policy

  • In order to be considered for peer review, all submitting authors and co-authors must fill out a Disclosure of Dual Commitments statement in ScholarOne.
  • SGIM requires all presenting faculty to comply with the UASOM Policy on Financial Disclosure, signed within ScholarOne.
  • All faculty members (speakers/presenters/panel participants) must complete a ScholarOne personal profile before they can be included in the submission. This personal profile is where information regarding any and all external funding is identified.
  • CME credit will be withheld from sessions presented by those whose conflicts of interest cannot be resolved.
  • Disclosure information is provided by SGIM to attendees in all print and electronic meeting materials.
  • Speakers with commercial funds supporting their submission are required to disclose that relationship at the beginning of their session.

How do I fill out my Disclosure of Dual Commitments statement as a submitting author?

  1. Login to ScholarOne at https://sgim2018.abstractcentral.com/login
  2. Click on your name on the top right-hand navigation bar.
  3. Click on Disclosures.
  4. Read and enter any conflicts of interest.
  5. Enter your first and last name as a signature and click submit.

How do I fill out my Disclosure of Dual Commitments statement as a co-author?

  1. Login to ScholarOne at https://sgim2018.abstractcentral.com/login
  2. Click on your name on the top right-hand navigation bar.
  3. Click on Disclosures.
  4. Read and enter any conflicts of interest.
  5. Enter your first and last name as a signature and click submit.

If I enter a conflict of interest in my Disclosure of Dual Commitments statement, what are the next steps?

    SGIM will contact each presenter disclosing commercial external funding in order to resolve all conflicts of interest.

    After my conflict of interest is resolved, do I need to additionally disclose commercial support?

    Yes. Speakers with commercial funds supporting their submission are required to disclose that relationship at the beginning of their session.


    External Financial Support Disclosure Policy

    • Session coordinators pursuing their own funding for Annual Meeting activities or soliciting SGIM’s help in securing funding are required to follow pre-approval procedures in compliance with the SGIM Policy on External Funding (revised January 2006, available upon request). 
    • Whether you raise the money on your own, or SGIM staff identifies funding partners, all funding requests planned to be submitted to commercial partners must be reviewed and approved by the Annual Meeting Program Committee.
    • If funding is raised from commercial entities letters of agreement between University of Alabama School of Medicine (UASOM; the accreditor of CME for the meeting) and the funder is required. Please note: Whether you identify your own funding or SGIM raises funding on your behalf, SGIM and UASOM retain a portion of those dollars to cover administrative overhead. Please contact SGIM staff to be sure you are following the guidelines of the revised policy.
    • Funds raised specifically for annual meeting events must be between the funder and the UASOM, our ACCME provider. That is, contracts for funding annual meeting events must be signed by representatives of the funder and UASOM.

     

    Questions? Please contact:

    Leslie Dunne, SGIM Director of Development and Project Management
    Email: DunneL@sgim.org
    Phone: 800/822-3060 or 202/887-5150


    Publication in the Journal of General Internal Medicine (JGIM)

    The Journal of General Internal Medicine (JGIM) is an official publication of SGIM. SGIM expects to publish all Scientific Abstracts, Clinical Vignettes, Innovations in Clinical Practice and Innovations in Medical Education submissions accepted for presentation at the Annual Meeting in an electronic supplement to JGIM. SGIM reserves the right to exclude any abstract deemed inappropriate for publication.

    Press Coverage

    Oral presentation sessions and poster sessions are open to the press. Members of the press will be identified by their meeting badge.

    Submission Info


    Submission Website

    • Submit early and save: submission fees are discounted in the first two weeks of the submission period.

    • Prepare to submit: Before the submitting author can include co-authors in a submission, co-authors/session faculty members (speakers/presenters) must:
    1. Create or update a ScholarOne personal profile/account
    2. Sign the required Disclosure of Dual Commitments
    • Submitting authors should use the ScholarOne search function when adding speakers to their session submission to ensure they are including updated and accurate information about each speaker.
    • Allocate ample time to complete the online submission process (approximately 30 – 45 minutes):
      • Prepare and finalize the text of your submission in a separate program (e.g., Microsoft Word) before you log on.
      • Beware: cutting and pasting into any web-based system can be challenging, as many websites, including ScholarOne, do not capture characters not found on a keyboard (Examples: bullets, numbering, tabs, or mathematical symbols such as ≤ or ∑).

    Submission Fees

    • Each submission, excluding Interest Groups, require a submission fee payment by credit card.
    • Submission fees are non-refundable.
    • Discounted submission fees are available during the Early Submission Period for Round One and Round Two submissions. This is usually the first two weeks of the submission period.

    Email Communication

    • All correspondence will be conducted by email (only), with a return address of submissions@sgim.org
    • To ensure that you receive your SGIM Annual Meeting emails, make sure your institutional email system will allow emails from this address to reach you.
    • If you do not receive emails on expected dates you can log in to the ScholarOne system. All emails sent to you are archived to your account.


    Submission FAQ

    Submission Limitation Questions

    Is there a limit on the number of abstracts I can submit?

    • There is no limit on the number of submissions per author. We welcome you to share your latest advancements in clinical practice, research, and education.

    Membership Requirement Questions

    • Do I have to be a member to submit?

      Membership is not required for submission. We welcome submissions from all.
      To benefit from member registration fees, SGIM encourages presenters to join as a member before registration.

    • Is SGIM membership required for submission to the Annual Meeting for co-authors?

      Membership is not required for co-authors. Co-authors nor submitting authors are required to be SGIM members. We ask about membership status to ensure all presenters receive important presenter and registration communications.

      SGIM encourages presenters to join as a member however during the registration process to benefit from member registration fees. Please allow 48 hours for membership processing.

    • Do I have to be an SGIM member to submit an Innovation in Clinical Practice or Innovation in Medical Education as a Hands-On Technology poster presentation?
      SGIM membership is not required to submit to the Annual Meeting. If you are accepted to present as a Hands-On Tech presentation during the Innovations in Clinical Practice or Innovations in Medical Education Poster Sessions, SGIM encourages membership. Check the SGIM18 Key Dates for Round Two Acceptance Notifications and the Early Registration Deadline. Please allow 48 hours for membership processing.

    ScholarOne Account Questions

    • Can you merge my duplicate ScholarOne accounts?

      Yes. Please call the SGIM National Office at 800-822-3060 with the following information:

    • Full Name
    • Email addresses associated with the duplicate accounts
    • Preferred ScholarOne primary account email address

    • Can I reset my password? I forgot my password.
      Yes. Click on the Forgot Password link next to the orange Log In button on the SGIM Annual Meeting ScholarOne Log In Page: https://sgim2018.abstractcentral.com/login
      An automated email will be sent to your user account’s email address to reset your password. If you need to update your email address, please contact Technical Support.

    • Can I change my user account id?
      Yes. To reset your password, log onto ScholarOne and:
      1. Click on your name at the top right-hand corner of the screen
      2. Select User ID & Password
      3. Enter in your new User ID and/or Password
      4. Click Save Changes

    • Can you send me my account information? I can’t find my user account.

      Please check for:
    • Correct email address: You may have an account listed under a previously associated email address from another institution. Also try using variations of the institutional email domain.

    • Correct ScholarOne Submission Website: Please ensure you are using the correct ScholarOne website for the 2018 SGIM Annual Meeting: https://sgim2018.abstractcentral.com/login

    • Enter your associated ScholarOne email address and click on Forgot Password. If you do not receive an email from submissions@sgim.org within the next 5 minutes, please contact Technical Support.

    • Can I view/edit a submission that I am listed as a co-author on?
      Only the submitting author is able to view the submission from their ScholarOne account. The submitting author can share a proof of the submission by clicking View Proof and emailing it to the co-author. Please enable pop-ups to view the proof.

    Submission Policy Questions

      • Will my submission be published?
        Yes, abstracts will be published in the Journal of General Internal Medicine (JGIM), the official publication of SGIM. SGIM expects to publish all Scientific Abstracts, Clinical Vignettes, Innovations in Clinical Practice and Innovations in Medical Education submissions accepted for presentation at the Annual Meeting in an electronic online supplement to JGIM. The online supplement is published during the month of the Annual Meeting. SGIM reserves the right to exclude any abstract deemed inappropriate for publication.
        SGIM members can access JGIM issues by logging onto the Members Only section of the SGIM website and clicking on JGIM Online on the left-hand menu.
        Not a member? Join SGIM, ask an SGIM member at your institution, your medical librarian or email registration@sgim.org

      • Can I submit the same work that was previously presented at a SGIM Regional Meeting?
        Yes, you may submit work previously presented at another organization’s regional meeting only if the work has not yet been published either in article or abstract form.

      • Can I submit my work that was recently submitted to another national organization’s medical meeting?
        Yes, as long the notification of acceptance by the other meeting occurs after the submission deadline. Papers under review at the time of the submission deadline but not yet accepted for publication, even if appearing in press before the meeting, are eligible for presentation.

      • Can I submit the same work that was previously presented at another organization’s regional meeting?
        Yes, you may submit work previously presented at another organization’s regional meeting only if the work has not yet been published either in article or abstract form.

    • Can I submit my work that was recently submitted the Journal of General Internal Medicine (JGIM) in article form? Yes, you may submit work to the Annual Meeting if you have not received a publication acceptance notification before the submission deadline.
      Note: The peer review process for inclusion in the Journal of General Internal Medicine typically takes months to complete.

    Session Info


    Meeting Schedule

    Scheduling of all annual meeting presentations is at the discretion of the Program Committee. Submitting authors should be prepared to present in the time slot assigned. We suggest you block out every day of the Annual Meeting on your calendar now so you are available to present on whatever day your submission is scheduled, if accepted for presentation.

    • Workshops and Updates will be scheduled on Thursday, Friday and Saturday.
    • Interest Groups will be scheduled on Thursday and Friday.
    • The program committee is committed to scheduling a robust and exciting schedule on Saturday.
    • We do not accept scheduling requests for any of these sessions.

    Meeting Space

    • Workshops will be scheduled in meeting rooms that are set in round tables to facilitate small groups discussions. Workshop rooms can typically accommodate 40-110 attendees.
    • Clinical Updates are expected to be didactic and will be in large rooms for 200-300 people.

    Audio-Visual Equipment

    • Standard AV equipment provided includes:
      • a computer
      • a computer/video projector
      • one flip chart
    • Additional flip chart rentals cost $30 each and must be requested at least two weeks before the annual meeting.
      When ordering you will have to inform SGIM staff who will be responsible for those charges.

    Off-Site Transportation

    • The Annual Meeting budget does not include financial support for off-site events.
    • If you plan to take your attendees off-site from the Sheraton Denver Downtown Hotel for any part of the session you must:
      • include that information in your submission
      • plans for how attendees will get there and back within the time allotted for the session
      • how you will fund any associated costs

    Internet Connection

    • All session rooms will offer wired internet access for use by the presenter.
    • All session rooms will offer wireless internet to attendees at no cost.