Longitudinal qualitative study of paired mentor-mentee perspectives on the abstract submission process

Abstract

Background: Submitting research abstracts to scientific societies is expected in academic medicine and requires dedicated time and effort. The authors queried mentors and mentees to ascertain what topics and proposed strategies should be included in a new curriculum to enhance the abstract submission process.

Methods: Between May 2019 and March 2020, the authors enrolled 14 senior-rank mentors from diverse disciplines at a tertiary musculoskeletal center and their 14-paired mentees (mostly residents and fellows) into a several-component qualitative study consisting of in-depth interviews several months before abstract submission addressing prior experiences, and longitudinal follow-up interviews 1 month before, 1 week before, and 1 week after submission to uncover challenges faced during the actual process and strategies that were effective in overcoming these challenges. Additional contacts occurred through November 2020 to ascertain outcomes of submissions. Mentors and mentees were unaware of each other's responses. Responses were grouped into categories using grounded theory and a comparative analytic strategy.

Results: At enrollment participants recounted details from prior abstracts that included experiences with the submission process such as format, content, and online requirements, and experiences with interpersonal interactions such as managing coinvestigators' competing priories and consulting with statisticians in a timely manner. Benefits of submitting abstracts included advancing mentees' careers and increasing research methodology rigor. Challenges encountered during the submission process included meeting deadlines before all data were acquired, time away from other responsibilities, and uncertainty about handling changing conclusions as more data accrued. Delayed feedback from coinvestigators and broadening the scope or changing the focus of the abstract compounded the time crunch to meet the submission deadline. At the time of abstract submission mentor-mentee pairs agreed that major challenges were dealing with collaborators, incomplete data/limited results, and different work styles. The authors developed a proposal for a comprehensive curriculum to include organizational, technical and interpersonal topics.

Conclusions: This longitudinal qualitative study involving mentor-mentee pairs revealed multiple benefits and challenges associated with submitting research abstracts. These findings provide the foundation for a comprehensive curriculum to enhance this recurring labor-intensive undertaking and cornerstone of academic medicine.

Keywords: Abstract deadlines; Abstract preparation; Abstract submission; Abstracts; Curriculum development; Mentor-mentee.