Useful information for later in the process
It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet AAS2019 requirements. To that end, convenors should not only communicate their decisions over proposals as detailed below, but also later in the process email the panelists to: inform them of the speaking order (albeit this is displayed on the public panel page), inform them as to how much time they have been allocated, remind them to register (the registration status can be seen in the login environment), inform them of any late changes or additional chairs/discussants, and give any other information related to the panel. If panelists withdraw, convenors should mark these withdrawals in the login environment.
We'd ask that all presenters with accepted papers inform the convenors (copying the conference administration) if they subsequently decide to withdraw.
Panel proposers can use the login link in the menu to edit their proposals. Later, when panels have been accepted/rejected, convenors are requested to administer their panels via this login environment “Cocoa”. Convenors should login to:
- state any specific timing requests to do with their panel
- to add the names of chairs/discussants
- and to manage the paper proposals
Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email admin(at)aasconf.org to do this.
When papers are proposed via the website, they will be proposed to specific panels. Convenors will receive a summary email of the proposal. Convenors are welcome to acknowledge proposals by email, and even ask contributors to edit their abstracts by logging in themselves. When the call for papers is over, convenors must indicate their decisions over whether to accept/reject proposals through the login environment. If an author later emails to withdraw their paper, the paper should be marked as 'Withdrawn' in the login environment. The papers can be placed in order via the login environment.
Length of panels & papers
- All panels will be limited to a maximum of TWO consecutive 105-minute sessions, each of which can hold a maximum of 5 papers/presentations. This allows the conference to accept more shorter panels giving more choice to both paper proposers and delegates.
- Consequently panel convenors may accept a maximum of ten papers/presentations in their panel. However accepting four papers per session will be acceptable.
- Roundtables will all have one 105-minute session.
How session times are allocated is largely a convenor decision. With a 105 minute session, convenors can allot each presenter a maximum of 25 minutes (for presentation and questions/discussion). The key is to respect the fact that many presenters have travelled a long way in order to be able to contribute and clearly need time to set out their argument. The division of a panel into sessions will be indicated in the programme, and the papers ordered within these sessions. While convenors may wish to amalgamate discussion time, where possible they should try to stick to the published distribution.
Letters of acceptance
If you need a letter of acceptance of your panel/paper for visa or funding purposes, you can download a signed PDF by logging in to Cocoa via the login link above. Just go through to your panel/paper details, and click on the "A" at the end of the row.
Paper authors can use the login link in the toolbar above to edit their proposals.
AAS has no rule about this but many convenors are keen to pre-circulate completed papers. To facilitate this and save on email traffic, authors can upload a PDF of their paper within Cocoa, and it will then show as a downloadable file beneath their abstract on the public panel page on this site. It is the panel convenors' choice whether a panel makes use of this.
Convenor/author email addresses are not shown on the panel pages for anti-spam and privacy reasons reasons. However, there is an in-built secure email messaging system. If you cannot work that, please email admin(at)AASconference.org to obtain the relevant email addresses.
Any queries within anything above, please email: admin(at)AASconference.org