Welcome to a tutorial on the abstract submission process for the 2015 Joint Assembly.

Transcription

1 Welcome to a tutorial on the abstract submission process for the 2015 Joint Assembly. NOTE: Please take a few moments to review this tutorial and become oriented with the abstract submission process.

2 Table of Contents Before Beginning Your Abstract Submission.. Page 3 Policies & Procedures... Page 4 Accessing the Abstract Submission Site... Pages 5 6 Abstract Submission Log in... Page 7 Joint Assembly Session Search Pages 8 11 Abstract Submission Control Panel.. Page 12 View User Portal... Page 13 Change Session Selection... Pages 14 Transfer Abstract.... Pages 15 Abstract Details... Page 16 First Author..... Pages Search for Co Authors.. Pages Abstract Text..... Page 23 Optional Abstract Text in French. Page 24 Outstanding Student Paper Award.... Page 25 Payment and Submission... Pages Confirmation Page.. Page 29 Technical Support... Page 30 Withdrawing Abstracts... Page 31 Questions?. Page 32 Additional Resources... Page 33 2

3 Before Beginning Your Abstract Submission 1. Read the Abstract Submission Guidelines 2. Search Session Proposals 3. Note the Submission Deadline: 14 January :59 PM EDT 3

4 Policies & Procedures Abstracts must focus on scientific results or their application. Session Conveners and the Program Committee may decline to consider abstracts with other focus. Following the abstract deadline, submitted papers may be placed in a different, more appropriate session than the one to which they were submitted. Final decisions regarding placement of individual papers and sessions rests with the Program Committee. Abstract fees are nonrefundable. In this system, there is no draft option. Once the abstract is submitted, you may continue to edit your submission until the deadline of 14 January, :59 PM EDT without returning your abstract to draft and resubmitting. Authors will receive an regarding the acceptance status of their abstract in late February

5 Accessing the Abstract Submission Site Access the 2015 Joint Assembly website: Click on the Abstracts button under My Meeting on the Joint Assembly homepage. 5

6 Accessing the Abstract Submission Site Click on open to log in to the abstract submission site. 6

7 Abstract Submission Log-in Enter the address and password associated with your AGU member account. If you do not have an AGU member account choose the option to Create a new account. If you have forgotten your password, click the link to reset your password. 7

8 Joint Assembly Session Search Once logged in, use the Joint Assembly Session and Abstract Viewer to search for sessions and to submit an abstract to your desired session. Search by Keywords, Discipline or Convener s name. You may also use the viewer to search for submitted abstracts. 8

9 Search for and Select Session To begin an abstract submission, select the appropriate discipline to submit your abstract. 9

10 Search for and Select Session Select a session title to view the full session details and submit an abstract. 10

11 Select Session Select Submit an Abstract to this Session to begin the abstract submission to a session. Select the Discipline to see other sessions in this area. 11

12 Abstract Submission Control Panel The Abstract Submission Control Panel appears on the left side of each step in the submission process. Please utilize the control panel to: Locate your Abstract ID # Confirm the Discipline that you have submitted to Move your abstract submission to another session within the same Discipline Ensure that each step is completed; a checkmark will appear when all requirements for a step have been met View your complete abstract submission View User Portal Option items to include additional abstracts submitted (see following page) Withdraw your submission Transfer your abstract to another Discipline Submit another abstract Access the Abstracts Viewer Report technical issues 12

13 View User Portal Please utilize the View User Portal on the Control Panel to: View all your abstract submissions (partially completed and/or submitted) under Roles in Meeting Submit an additional abstract via the Session Viewer Request technical support Please note: upon return log in, you will be redirected to this page if you are returning to a partially completed abstract or have already submitted an abstract. 13

14 Change Session Selection Select Step 1. Session on the control panel to view your current session selection or to transfer your abstract submission to another session in the SAME Discipline. 14

15 Transfer Abstract Use Transfer on the control panel to transfer your abstract submission to another Discipline. REPLACE SLIDE 15

16 The abstract title is limited to 300 characters, including punctuation. Abstract Details The abstract title MUST be entered in initial upper case, for example: Mark the Dates of the Joint Assembly on Your Calendar Optional: You may also submit an abstract title in French if you choose. Select presentation preference; oral presentations are determined by the Program Committee. Indicate any scheduling request, such as paper ordering; requests will be reviewed but are not guaranteed. Indicate previously presented material. Remember to click SAVE to proceed to the next step in the submission process. 16

17 First Author The person submitting the abstract will automatically be listed as the First Author. The First Author will also be identified as the Presenting Author. The Presenting Author may be changed once Co Authors have been added to the submission. Click on Add Individual to search for and enter additional Co Authors. Click on the Edit icon to: Add a secondary affiliation or department to the First Author s record. Complete any Missing Information on the record. Respond to the question if you are Willing to Chair the session. Click on Add Title of Team to add a Scientific Team. Click on English Abstract Text to proceed to the next step. 17

18 First Author Missing Information REQUIRED: Indicate which cooperating society the Author is a member. Indicate if you are willing to Chair a session. REQUIRED: Indicate if you are a Government Employee. REQUIRED: Indicate if the First Author and/or Presenting Author is a student. You may add a secondary affiliation for the first author by clicking Check box to add a different affiliation. If you are an AGU member, the Primary Affiliation checked is linked to your AGU membership record. The Primary Affiliation can be changed, however please note this is NOT linked back to your member record. Log into your AGU member account if you need to change your Primary Affiliation. Click SAVE AND CONTINUE to proceed to the next step in the submission process. 18

19 First Author Affiliation When entering a secondary affiliation, use the Search for organization to type in an organization. Click SAVE AND CONTINUE to proceed to the next step in the submission process. 19

20 Search for Co-Authors To add a Co Author to the abstract submission, you may search by First Name, Last Name and/or Address. Search results will return on a subsequent page after you click search. If the Co Author does not have a record in the AGU database, you may add a new record on the subsequent page. 20

21 Add Co-Authors Choose Not Found Add New Record if the Co Author does not have an existing record in the database. If the Co Author is found in the search, choose the appropriate record. Choose Select to proceed with adding the co author to the abstract submission. Choose Select and Edit if an additional affiliation, other than what is displayed, needs to be added to the Co Author s record. Please ensure you have spelled the name correctly before adding a new record. To perform an additional search, click on the Authors step on the Control Panel to return to the search. Search by variations of the name, for example, Bob may have a record under the full name Robert. 21

22 Ordering Co-Authors Confirm the order of Authors and identify the Presenting Author; change the order by hovering over the role and dragging and dropping into position. The First Author cannot changed. If all Authors have been entered correctly, click on English Abstract Text to continue to the next step. 22

23 Abstract Text Abstracts must focus on scientific results or their application. The Program Committee may decline to consider abstracts with other focus. NOTE: The abstract text will be published as submitted. Edits must be completed prior to the submission deadline on 14 January :59 PM EDT. Enter the abstract in this box; text is limited to 2,000 characters Upload images, figures or tables as a separate file by clicking here. Remember to click SAVE to proceed to the next step in the submission process. Only ONE image file is allowed. 23

24 Optional Abstract Text in French In addition to the required English submission, you also have the option of uploading your abstract in French. NOTE: The abstract text will be published as submitted. Edits must be completed prior to the submission deadline on 14 January :59 PM EDT. Click Outstanding Student Paper Award to proceed to the next step in the submission process. 24

25 Outstanding Student Paper Award (OSPA) Judges: Select your interest in judging the OSPA program. Click SAVE to proceed to the next step in the submission process. Students: Select your interest in participating in the OSPA program. You are required to enter your Advisor Name and address. Click SAVE to proceed to the next step in the submission process. 25

26 Payment * * * IMPORTANT * * * Verify that you are receiving the correct abstract fee before proceeding with payment. Abstract fees are nonrefundable. You may make changes to your abstract until the deadline of 14 January :59 PM EDT. After this date, no further edits will be permitted to the submission. Click MAKE PAYMENT to proceed to the payment form for the abstract submission fee. 26

27 Payment VERIFY YOU HAVE BEEN CHARGED THE CORRECT ABSTRACT FEE. Enter the correct billing information and credit card information. Click Submit to complete your transaction. YOUR CREDIT CARD WILL BE CHARGED AT THIS TIME. Abstract fees are nonrefundable. 27

28 Submission and Payment Receipt Click on Click here to confirm and review your submission. Click on Click here to print receipt to print your payment confirmation (see below). A receipt will also be ed to the address provided on the payment step. $

29 Confirmation Page This page indicates that you have completed your abstract submission and an confirmation will be sent to you. Review and proof your abstract title, description, and added authors to ensure your submission is what you intended. You may click on any of the steps on the Abstract Control Panel on the left to make any necessary changes to that step. Abstract submissions will be published as submitted. Submissions will not be edited after the submission deadline. NOTE: You may return to the submission at any time until the deadline of 14 January :59 PM EDT/03:59 +1 GMT to edit your abstract. If you do not receive an confirmation, please contact to ensure your abstract was submitted. This confirmation does not guarantee that your abstract was accepted and only confirms that your abstract will be submitted for consideration by the Program Committee. You may access your submission to make any edits or submit another abstract by clicking here. In this system, there is no Draft option. Once the abstract is submitted, you may review, edit or withdraw your abstract until the deadline of 14 January :59 PM EDT/03:59 +1 GMT. Once submitted, your abstract will need to be withdrawn if you no longer wish to have it considered by the Program Committee. Abstract fees are nonrefundable. 29

30 Technical Support Click on Report a Technical Issue on the Control Panel at any time during the process to report a technical issue or to ask for assistance. You may attach one file when submitting a request for technical support. For example, attaching a screen shot of an error message. 30

31 Withdrawing Abstracts IMPORTANT REMINDER: Abstract fees are nonrefundable. Provide a reason for withdrawing the abstract in the comments box. Click on the Submit button. To withdraw a submitted abstract, click on the Withdraw link on the Control Panel anytime prior to the 14 January :59 PM EDT deadline. Abstract fees are nonrefundable. 31

32 Questions? Technical Support: If you have a question about the submission site or experience a technical issue when submitting your abstract, request technical support submit a technical issue by completing the request form within the submission site. You may also call on Monday through Friday between 8:30 AM and 6:00 PM, US Eastern Daylight Time (GMT -05:00) or agu@confex.com. Scientific Program: If you have a question on scientific program polices or general procedures, contact the Scientific Program Management Team at abstracts@agu.org. 32

33 Additional Resources Abstract Submission Guideline and Submission Site Joint Assembly Program Committee 33