AAS Conference Terminology & Roles
Individual Paper Proposals
The proposal submission deadline is August 1, 2018 at 5:00pm Eastern. All proposals must be submitted by this time. No exceptions
AAS Membership is not required to submit a proposal to the Call for Proposals nor is it required in order to present at the Annual Conference. However, AAS members receive a significantly discounted conference registration rate and membership is encouraged.
We have integrated the proposal submission system and the AAS database for ease of use. If you have an AAS account, you may log in to submit a proposal using your AAS account username and password. After logging on the application submission page, you will immediately be taken to the proposal submission application. If you do not have an AAS account, you must first create an account, after which, you will may log in to the proposal submission application using your newly created AAS username and password.
AAS Conference Terminology & Roles
What is an innovative panel session?
The program committee supports innovative panel sessions that encourage bold thinking, lively dialogue, and audience involvement. For a list of possible formats, refer to the Call for Papers Innovative Panels Format full description.
What is the "One Appearance Rule"?
The AAS' One Appearance Rule applies to the number of times an individual is allowed to actively participate on a session. At this time, individuals are allowed to participate on only ONE panel session. This rules applies to all Chairs, Paper Presenters and Discussants and all session types (organized, roundtables and workshops).
What is the role of a session organizer?
The Organizer is the individual who has worked to organize the session by contacting colleagues and scholars regarding forming a proposal for submission. Session organizers are responsible for compiling all of the required information (participant contact information, abstracts, etc.). The organizer typically submits the electronic proposal application. If the proposal is accepted, official notices are sent to organizers and this person is responsible for notifying participants of important. The AAS considers the organizer the official contact for the panel session. Typically the organizer does not have a speaking role at the session unless that person is also serving in another role of Chair, Paper Presenter or Discussant.
The chair of the session is responsible for leading the session at the conference. The chair will introduce participants; coordinate the pre-distribution of papers among participants or discussants. Most importantly the chair of the session keeps time at the session to ensure speakers adhere to agree upon presentation times, ensuring that the session does not run over the 1 hour 45 minute time limit. In most cases, the chair is also the organizer of the session.
What are the responsibilities of a session discussant?
The discussant usually serves in a moderator role. As determined by the organizer of the session, the discussant will with help facilitate discussion among the audience or serve to discuss in detail the content of the paper presentations.
Who is considered an official session participant?
The AAS considers anyone serving in the role of Chair, Paper Presenter or Discussant an official and active participant. Organizers of sessions are not considered participants as they do not actively participate at the session. The exception being if an organizer is also assigned one of three roles listed above.
How many sessions can one person “Organize”?
An individual may organize an unlimited number of sessions. The organizer role is not an active role on the session.
I am an organizer of a panel. May I present a paper or serve as discussant on another session?
Yes, Organizers are not considered active participants and therefore may participate in the role of chair, presenter or discussant on a different session from the original proposed session. The organizer may also chair, present a paper, or serve as discussant on the same session.
Can I participate on more than one session?
Per the One-Appearance rule as defined above, individuals may participate on only ONE panel session at the conference.
The AAS would like to give as many individuals the opportunity to participate each year. Limiting the number of appearances assists us in accomplishing this goal. Additionally, and more importantly, there is the issue of scheduling. The AAS program committee has the unique challenge of balancing and scheduling hundreds of panels, while also working to limit the number of panel conflicts within geographic areas of study, disciplines, topics AND participant’s requested scheduling due to personal work or travel conflicts. Allowing multiple appearances would increase the scheduling conflicts and only serve to prolong and further complicate the process.
I am only serving as the Chair/Discussant on a session; does this mean I can still present a paper on another panel?
No, the AAS considers all individuals taking part on any session type an active participant; this includes Chairs, Paper Presenters and Discussants. Therefore you cannot serve as an active participant on another session.
The AAS considers two-part/back to back panels to be two separate panels. The acceptance of both proposed panels essentially takes a slot from another panel that for example, may not have been accepted due to space constraints. Therefore in the effort of fairness, “two-part” or “back to back” panels cannot contain the same individuals from the related panel.
What is the lenth of time of all session types?
NEW as of the 2019 Annual Conference, all sessions will be 1 hour and 45 minutes in length.
Yes. The CadmiumCD submission site allows submitters to save incomplete proposals. You may also edit any information on the proposal before the submission deadline, including completed proposal submissions. You may also completely withdraw an incomplete or submitted proposal before the deadline.
NO - not at this time. But we strongly encourage all organizers to ensure the contact information entered on the proposal is current and accurate.
I am a participant on a session; can I make updates to the submitted proposal?
No. Only organizers have access to make changes to the proposal submissions.
I submitted a proposal and did not receive a confirmation email from the AAS.
The proposal submission system automatically generates a confirmation email for all proposals. PLEASE NOTE: The confirmation emails are sent from the CADMIUMCD system not from the AAS webserver. You may need to adjust your email filters to accept emails from conferenceabstracts.com or email@example.com
Does this mean that the AAS is no longer reviewing proposals and that an outside company is reviewing submission?
No. The AAS Program Committee will continue to review proposals and the AAS is still the direct contact regarding applications and the Call for Proposals. CadmiumCD is simply a third party software solution for receiving online abstract applications and allows the AAS administrative oversight and organization of the information received. This software offers many options including sending automated confirmation and other bulk emails as needed.
Individual Paper Proposals
The AAS considers the annual conference to be an organized panel conference. Therefore we offer a very limited number of Individual Paper panel slots. Typically, there are only 10-13 Individual Paper panels each year. This means, with approximately 4-6 papers allowed per session, we can only accept approximately 60-90 Individual Papers. We generally receive over 500 Individual Paper proposals each year.
If my paper is accepted, can I choose the session I want to participate on?
No. The process the AAS uses for accepted Individual Papers is as follows. Each Individual Paper proposal is scored by the program committee based on quality. After all Individual Paper proposals have been scored, the proposals are then sorted from the highest to lowest score. A second round of review is then completed to determine if there are enough highly scored papers in any topic area that can be grouped with other papers with similar topics that also received a high score. When all papers have been grouped, these “papers” are then given a sessions title and the session is then chaired by a member of the program committee. Those Individuals Papers are marked as accepted.
This process unfortunately can mean that there are many high scoring papers that unfortunately are not accepted due to the uniqueness of the topic and/or there not being enough similar papers available to build a coherent panel session.
Out of respect for the organizers of the submitted and accepted organized panel session proposals, we do not add individual papers to already existing organized panels.
The LDC grants are only available for individuals on organized panel sessions. Individual Paper proposers are not eligible for LDC grant funding. However, graduate students with an accepted individual paper proposal, are eligible to receive the Graduate Student travel stipend.
My individual paper was accepted? Now what?
You will receive the name of your panel session and the name of your panel chair. Your panel chair will contact you with next steps.
See the Call for Proposal instructions for full information regarding travel grants. You may request LDC grant funding within the main Call for Proposals application.
All travel grant requests must be received by the August 1, 2018 deadline. A grant request should be submitted within the main application.
We can only accept a request for one individual per session. However, you may request to split the funding. This means, you must officially submit one name for the grant but in your comments section can request to split the award between two individuals. The $2000 award maximum amount still applies; amounts will not be increased due to two or more people splitting the award.
I am submitting an Individual Paper Proposal; can I apply for an LDC Grant?
No. LDC Travel Grants are only available to individual participating on organized sessions (see Call for Papers for more details).
The AAS has strict guidelines regarding participants and registration. All participants must pre-register by the posted deadline in order to have their name printed in the conference program. The conference program goes into production in December in order to be formatted, printed and shipped in time for the annual conference in March.
Session organizers are advised to diversify their session proposal. Multi-disciplinary and/or multi-institutional representation as well as gender balance and a combination of junior and senior scholars is strongly encouraged for all proposals.
Who makes the decision to accept proposals?
The Program Committee reviews all proposals and selects the sessions to be held at the upcoming annual meeting. The committee consists of 10 members appointed by each of the AAS Area Councils. These 10 members are divided into subcommittees for each area (China and Inner Asia, Japan & Korea, South Asia & Southeast Asia, and Inter-area/Border Crossing. These subcommittees will review all session and individual papers submitted within each area. There are 2-4 Individual Paper panels formed within each area of study and a member of the program committee will chair these sessions.
How/when will I be notified if my Paper/Panel Proposal has been accepted?
The Program Committee will meet on August 25, 2018 and session organizers and individual paper proposal submitters will be notified some time the following week-between August 27-31. Generally, all participants listed on accepted proposals are copied but session organizers have the final responsibility of notifying the members of the proposal panel of the Program Committee's decision. If you do not receive an official email by August 31st, it may be because you did not complete the submission process properly, your email address may be listed incorrectly, or your email may have blocked the automated message. Additionally, session organizer may log into their submission application toi check the status of the application. The proposal decisions will be marked once the data has been updated. Please email the conference manager at firstname.lastname@example.org.
My proposal/paper was accepted. Now what?
All individuals on accepted panel proposals or individual paper proposals are now considered participants. All participants will receive an informational email regarding their participation and next steps, including registration information and full session information.
The AAS does not require or accept full papers for the conference. We do not print or sell papers. However, the abstracts from panel sessions at previous conferences are posted on our website.If your session format includes the pre-distribution of session papers; the AAS can upload the papers in advance to the Online Program website. Please contact the conference manager for more information.
May I make changes to my panel after my panel has been accepted?
The AAS will only accept the following changes to panels after acceptance: 1) Personal address and affiliation information, 2) Panel/Paper title and minor abstract edits and updates, 3) Replacement names for participants that have withdrawn from the panel. We will not accept NEW and additional names to be added to