Meeting abstracts

An example of published meeting abstracts can be found here: https://rupress.org/jhi/issue/1/CIS2025.

Details about JHI society meetings can be found here.

Workflow

Meeting abstracts are handled by TNQ outside of the regular article workflow. Let TNQ know in advance that these are coming and share any deadlines you have.

Meeting abstracts should be published in their own supplemental issue.

Each abstract should be published online individually. Ask TNQ to create one PDF that combines all of the abstracts and publish this PDF separately (see section PDF Article below for more). There should be no PDF attached to an individual abstract.

No thumbnails.

Metadata

Article type: Meeting Abstract.

Use the current volume number. The issue should be given a distinct name, such as CIS2025. Note that spaces are not allowed in issue names.

Each meeting abstract should have its own DOI and elocator, ideally formatted as <issue name>abstract.#.
CIS2025abstract.1
https://doi.org/10.70962/CIS2025abstract.1

A series title should be created for each meeting (e.g., "CIS Meeting Abstracts 2025"), and each abstract should contain that series title.

Issue Meta

As with regular issues, an issue meta files should be provided to TNQ. The issue type needs to be:

<issue-type>supplemental</issue-type>

A sample file can be found here.

Generating Data

A list of DOIs can be generated using AI and/or Excel functions, depending on the format of the provided abstracts. e.g., Gemini 2.5 Pro is very good at analyzing a Word file and following instructions like: In the attached document, there are meeting abstracts. Each abstract entry starts with a Bold title, followed by the author line, some text, and the Submitting author email. Please generate a CSV file with a row for each abstracts. Columns should include TITLE, First author surname followed by et al., and submitting author's email address.

In Excel, it's good to note the formula =A1&B1, to combine columns. For example, if you are trying to generate DOIS like 10.70962/CIS2025abstract.1 and you have a column with abstract numbers and another with 10.70962/CIS2025abstract,
you can create a new column with the formula to combine the two. Once combined, be sure to copy the column and then paste as value only.

Copyright and license

One author for each abstract must sign a license form or otherwise give permission to publish their abstract. See section Obtaining License to Publish. Abstracts that lack this permission will not be published.

Individual abstracts: default copyright and license type is that the author holds the copyright with a CC-BY-NC-ND license.

For non-Government or Crown copyright:

<permissions>
<copyright-statement>© 2025 AUTHOR ET AL.></copyright-statement>
<copyright-year>2025</copyright-year>
<copyright-holder> AUTHOR ET AL.</copyright-holder>
<license license-type="cc-by-nc-nd">
<ali:free_to_read xmlns:ali=http://www.niso.org/schemas/ali/1.0/ />
<ali:license_ref xmlns:ali=http://www.niso.org/schemas/ali/1.0/>
https://creativecommons.org/licenses/by/4.0/</ali:license_ref>
<license-p>This article is available under a Creative Commons License (Attribution 4.0
International, as described at <ext-link
xlink:href= https://creativecommons.org/licenses/by-nc-nd/4.0/ ext-link-type="uri"
> https://creativecommons.org/licenses/by-nc-nd/4.0/</ext-link>).</license-p>
</license>
</permissions>

Combined PDF Article: Rockefeller University Press owns the copyright under a CC-BY license.

Obtaining License to Publish

We should work with societies so that, upon submission of an abstract, robust permission to publish is obtained from the author. This needs to be arranged in advance of submission. For now, we don't have that. For each new Abstract issue, ask the organizer if they got permission to publish when authors submitted. If they did, get the specific text that was agreed to and determine whether it is sufficient.

If you need to obtain permissions, a form needs to be sent to each submitting author. The form can be found here. The title needs to be edited for each meeting. Until we have a way to insert the data into a form for the authors, they will need to complete the title and authors fields themselves. Attach the form to an email, place all author email addresses as a BCC, address yourself as the TO, and use body text such as:

Thank you for submitting your abstract for presentation at the 2025 CIS Annual Meeting in Philadelphia. This year, CIS will be publishing the meeting abstracts in the new journal co-owned by IAPIDS and Rockefeller University Press, the Journal of Human Immunity. To proceed with publication, we require you to complete and return the attached License to Publish Agreement before we can proceed with publication.

Key points to note are:

License: You grant Rockefeller University Press a non-exclusive license to publish your abstract under a CC BY-NC-ND 4.0 license. The CC BY-NC-ND 4.0 license allows others to share your work, for noncommercial purposes with proper attribution to you. Creation of derivative works is prohibited. As the author and copyright holder, this license has no impact on your right to distribute and create derivatives as you see fit.

Please complete, sign, and date the agreement and return it to me via email as soon as possible. We aim to have forms returned by the week of April 7th. If you have any questions or require clarification, please do not hesitate to contact me. Thank you for your cooperation. We hope CIS 2025 is an enjoyable and productive meeting for you and your colleagues.

Follow up as needed, sending only to those addresses that have not yet replied. The final request should be:

We are about to enter the production phase of the CIS 2025 abstract issue. You are receiving this email because we are missing a license for an abstract submitted under your name. If we do not receive your completed license form by Tuesday, April 15th, we will assume that you wish to exclude your abstract from publication in the 2025 CIS meeting Abstracts issue published by the Journal of Human Immunity and will remove it from the issue. Rest assured that you will still have the opportunity to present your abstract at the meeting.

Thanks so much for your attention to this matter!

As licenses are obtained, place a copy in a Dropbox folder for the meeting, and track the date received and license type in the meeting spreadsheet.

Editing and style

Meeting abstracts should be very lightly copyedited by TNQ for consistency and to correct grammar and obvious errors. Do not apply RUP style. Authors will not be able to proof their abstracts, so be very conservative with the changes.

If figures and tables are cited within the abstract text, place them within the text. If they are not cited, place them at the end.

Ask TNQ to provide a Word document with tracked changes. Review it before the proof is created.

Numbered, short references. Reference style for front matter articles is documented in the Style Guide.

PDF Article

All abstracts for the meeting should be combined into one PDF, and that PDF should be published separately online.

Add "- PDF" to the end of the title. Write a short abstract for the PDF like the one here.

No author.

This is displayed online by creating an article for the PDF itself. The PDF Article should always appear at the top of the issue.
An example XML can be found here.

The DOI and elocator should be formatted as <issue>abstracts.
CIS2025abstracts
https://doi.org/10.70962/CIS2025abstracts

Page 1: issue cover. Page 2: Title Page - details about the meeting itself (meeting name, date, location). Ask Erinn to create these pages.

One-column layout. Each abstract should have its details listed, in this order:
Full DOI https://doi.org/10.70962/CIS2025abstract.1
Journal (Year) Vol (Issue): elocator J. Hum. Immun. (2025) 1 (CIS2025): CIS2025abstract.1
©Copyright holder License type © 2025 Areti et al. CC-BY-NC-ND
Title Hypogammaglobulinemia, Infections, and Mortality in Patients
Authors Ashley Wu1, Lingxiao Zhang2, and Katherine Liu3
Affiliations Run in, separated with semicolons
Abstract text Inborn errors of immunity (IEIs) are rare genetic disorders caused by mutations in genes . . .

Publication

A title should appear at the top of the issue online, like the one here. The title needs to be in the issue meta file: <issue-title>

Abstracts can be grouped into one folder on Zipline to ensure they are published at the same time. You can publish a full issue from the Catalog->Journal Issues menu. Note that upload and processing by Zipline can take a very long time, depending on the number of abstracts. Do not release any news alert about the meeting abstracts until you verify that all abstracts have been published, their DOI links work, etc.

A separate issue meta package should be uploaded to Zipline after all abstracts have been published.

Pricing

Vendor Cost
TNQ $7.90 per typeset PDF page
Crossref $1 per abstract
CLOCKSS $0.25 per abstract

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