Call for papers
The Call for Papers is now closed.
The Call for Laboratories is now closed.
CFP rules: only one paper/contribution per person!
Please note that an individual cannot present more than once - but they may also convene one lab session, roundtable or panel and be a discussant in a lab session, roundtable or panel. One may make several proposals (the software allows it), but we would urge colleagues not to do that, as so much time gets lost in the subsequent chasing for withdrawals.
Below the 'Propose a paper' button on each panel page there is a statement as to how many papers have been proposed to that panel to-date, something that may aid in deciding in which panel a paper may have a better chance of acceptance. Obviously that's not guaranteed, but it's worth taking a look at these statements and working the odds.
Panels convenors and paper presenters do not have to be members of the association. However, the AAS welcomes new members (see membership page). Members may register for the conference at a discounted rate.
Roundtables and combined format panels
Note the roundtables and combined format panels in the panels' list. Not all the roundtables are open (there will be no link for proposing a paper by the closed panel's title), but some do take in contributions for short presentations/provocations. Do pay attention to the format of the panel you are proposing your paper to, and make sure you understand the requirements of alternative panel formats. If in doubt of what is expected of you, email the panel convenors via the link/secure mailer on the panel page.
Proposing a paper
Paper proposals must consist of:
- a paper/contribution title
- the name/s and email address/es of author/s
- a short abstract of <300 characters
- long abstract of less than 250 words
All proposals must be made via the online form, not by email. There is a 'propose a paper' link by the title of each panel. Go to the panel you are interested in and then click on this proposal link to make your proposal directly to that panel.
On submission of the proposal, the proposing author (but not the co-authors) will receive an automated email confirming receipt. If you do not receive this email, please first check the Login environment - Cocoa (see toolbar above right) to see if your proposal is there. If it is, it simply means your confirmation email got spammed/lost; if it is not, you will need to re-submit, as for some reason the process was not completed. Co-authors cannot be added/removed nor can papers be withdrawn by the proposers themselves – for that, please email admin(at)aasconf.org.
Proposals will be marked as pending until the end of the Call for Papers (1 July). Convenors will then be asked to make their decisions over the papers proposed to their panel by 15 July and to communicate those to the proposers, marking them up in the login environment (Cocoa).
Papers which are neither accepted nor rejected, but marked for 'transfer', will be given the opportunity to be re-housed into other panels. The conference organisers will contact the authors of the proposals set to transfer and ask them to modify their abstracts to fit another panel of their choosing. We will advise them to target panels containing fewer than the allowed maximum (10), which are thus able to include a few more.
The authors will then inform us of two panels they would like to apply to (in order of preference). We then forward the title, short and long abstracts to the convenors and ask them to consider the proposal. If the first panel rejects the proposal, we contact the second choice. Transfers which get rejected by both panels will then be set to 'rejected'.
Useful information for later in this process
Paper authors can use the login link in the left-hand menu to edit their proposals.
AAS has no rule about this; however many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, if requested by convenors, authors can upload PDFs of their papers within the online system, which will then show as a downloadable file beneath their abstract on the public panel page on this site.
Timing of presentations
Each panel/workshop session slot will be 105 minutes long, accommodating a maximum of 5 presenters. Convenors should allot each presenter a maximum of 15+5 mins for panels of 5 papers but 20+5 mins for panels of 4 papers.
Convenor/author email addresses are not shown on the panel pages for anti-spam reasons. However there is an in-built secure email messaging system. If you cannot work that, please email firstname.lastname@example.org to obtain relevant email addresses.
Any queries with the above please email email@example.com.