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Annual Meeting Online Submission (AMOS) System Instructions

Welcome to the 2006 AAPM Annual Meeting Abstract Submission System

Abstract submission for the 2006 AAPM Annual Meeting is a 100% web based process. In order to complete a SUCCESSFUL SUBMISSION, understanding how the system works, what the requirements are, and what information is needed will streamline the process for you.

So prior to beginning the abstract submission process, please take a few minutes to review the information listed below. With a general understanding, your submission should be successful.

Overview

NEW for the 2006 AAPM Annual Meeting

AAPM General Rules

Competition Information

Accessing the Submission System

Personal Homepage


To Create a New Submission (go to)

Step 1 Identify Submission Type
Step 2 Title Entry
Step 3 Identify Submission Content
Step 4 Select Subject Category
Step 5 Select Subject Classification
Step 6 Select Requested Presentation Mode
Step 7 Contributing Author Information Entry
Step 8 Program Byline: Author/Institutions
Step 9 - 13 Acknowledgements/Agreements
Step 14 Corresponding Author Information
Step 15 Withdraw Submission
Step 16 Document Upload/Rules
Review Submission Document Status Screen


NEW for the 2006 AAPM Annual Meeting

 

John S. Laughlin Science Council Research Symposium

The John S. Laughlin Science Council Research Symposium will highlight proffered presentations in a topic of particular relevance in medical physics research. Abstracts selected for the Symposium will be highlighted in the scientific program and given an extended presentation length. Authors wishing to be considered for the Symposium should see below regarding the special topic and submission procedures.

Moderated Poster Discussion Presentations

All-Day Program - Thursday, August 3

Starting in 2006, the AAPM annual meeting will extend Thursday to an all-day program, with presentations in the Scientific, Educational and Professional tracks. Sessions will be redistributed from earlier in the week to Thursday afternoon, to reduce the number of parallel sessions and create more opportunities to view posters.

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AAPM General Rules

Abstract Submission for the 2006 AAPM Annual Meeting is a 100% web based process:

Jack Fowler Junior Investigator Competition - a Supporting document submission is REQUIRED and limited to 4 pages up to 1MB.

John S. Laughlin Science Council Research Symposium - a Supporting document submission is REQUIRED and limited to 4 pages up to 1MB.

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

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Abstract Submission Policy

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Prior to being permitted to upload your Abstract/Supporting Document

You will need:

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Abstract Content: Categories

Submitters will be prompted to select a 'content category' for the submission. All accepted abstracts will be assigned presentation modes based on the content of the submission.

Professional

Professional abstracts are those that include content related to economics, government relations, legislation and regulation, ethical issues in practice and science, legal activities, professional and personnel relations or topics that relate to the profession and practice of medical physics.

Accepted Professional abstracts will be assigned to Oral or Standard Poster presentations only.

Scientific

Scientific abstracts are those that discuss new science, new methods procedures or new technologies (research classification); or the study of clinically relevant medical physics issues (clinical classification). These are original scientific works that should not have been presented previously and should be supported by quantitative data.

Accepted Scientific abstracts will be assigned to Oral, Moderated Poster Discussion, or Standard Poster presentations.

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Presentation Modes Defined

Based on submission content, abstracts selected for presentation will be assigned as

Oral Presentation

  • Brief oral presentation given during moderated scientific session.  
  • Each scientific session room will be equipped with one digital projection system for single projection of Microsoft PowerPoint Presentations.
  • Presenting author will be required to submit an electronic file of a modified version of the presentation to be digitally posted in Electronic Poster Viewing areas, located in the Exhibit Hall, during the meeting.
  • Details regarding the submission of the required electronic poster file will be included in the official abstract acceptance notification.
   

Moderated Poster Discussion Presentation

NEW in 2006:
  • A brief overview of each Moderated Poster will be given by the session moderator during the Moderated Poster Discussion.
  • A 4’ x 8’ hardcopy poster is required and will be displayed in the Moderated Poster Discussion areas.
  • The presenting author will be required to submit an electronic file of Supplemental Information before the meeting. The information will be made available pre-meeting via the AAPM website to allow session moderators to review presentations.
  • Each Moderated Poster area will be equipped with one Electronic Display system for single projection of Microsoft PowerPoint presentations. The presenting author will be required to provide a maximum of 4 slides (Session Slides) uploaded via the Speaker Ready Room. The Session Slides will be presented by the session moderator on the Electronic Display at the Moderated Poster Discussion session.
  • The presenting author will also be required to submit an electronic file of a modified version of the presentation to be digitally posted in Electronic Poster Viewing areas, located in the Exhibit Hall, during the meeting.
  • Details regarding the submission of the required electronic poster file will be included in the official abstract acceptance notification.
  • Details regarding the submission of the required electronic file of Supplemental Information will be included in the official abstract acceptance notification.
   

Standard Poster Presentation

  • Brief overview of poster given during designated standard poster session
  • 4 x 4 hardcopy poster display required.
  • No electronic poster display required.

 

Reviewer's Choice Special Recognition

A select number of abstracts receiving the highest scores as judged in the process of abstract review will be given Special Recognition in the scientific program, designated as Reviewers’ Choice presentations, and given an extended time period permitting a more in-depth presentation and discussion.

ALL ACCEPTED ABSTRACTS WILL BE PUBLISHED IN THE JUNE ISSUE OF MEDICAL PHYSICS

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Abstract Formatting Guidelines

Adhere to the following when preparing your Abstract file. The file will be uploaded to the abstract system once you have gone through the submission process:

Structured Abstract Format Defined - REQUIRED

The abstract submission document MUST be structured to include each of the following components:

A STRUCTURED ABSTRACT TEMPLATE is provided:

**Any abstract that does NOT conform with this structured outline will be REJECTED.**

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Accessing the Submission System

Once you have accessed the system site, in order to access the submission system, you'll be prompted to login using an Abstract Submission Username and Password.

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Personal Homepage

What information is available to me on the homepage?

What can I do from my homepage?

How do I create a new submission?

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To Create a New Submission

The following are the step by step instructions to be followed once you have accessed the abstract system to begin the submission process.

Please review these instructions before you begin the process. It is imperative these instructions be followed precisely in order to generate the desired meeting program.

Step 1| Submission Type

You'll be prompted to identify the submissions as:

John R. Cameron Young Investigator Competition Submissions

Each year the AAPM conducts a young investigators' competition for the Annual Meeting. Young Investigators, as defined below, are encouraged to submit abstracts for the competition. The 10 highest scored Young Investigator submissions determined by abstract reviewers will be selected to be presented in a special symposium, in honor of University of Wisconsin Professor Emeritus John R. Cameron, Ph.D.

A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization of the material. The top three presenters will be announced at the Awards Ceremony on Monday night during the Annual Meeting.

If you wish to submit an abstract for the Young Investigator Competition, you must identify the abstract as such. All instructions above apply to Young Investigator (YI) submissions with the exception of Supporting Documents. Supporting Documents are REQUIRED for YI submissions . The paper should not exceed 4 pages (or up to 1 MB) in length.

Young Investigators are not eligible for the John S. Laughlin Science Council Research Symposium.

All abstracts submitted to the YI Competition that are NOT selected as finalist, will be considered for oral, moderated poster, or standard poster presentation.

A Young Investigator is defined as a current graduate student at the time of abstract submission.

FINALISTS will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. The letters are not to be submitted until the FINALISTS are identified in April, at which time the Finalists will be contacted with further instructions. Contact Lisa Rose Sullivan at AAPM HQ with questions regarding the Young Investigator Competition.

Only one submission from each Young Investigator can be submitted for consideration for the Young Investigator Competition. (Note, however, the Oral Presentation Policy above).

For information about Dr. Cameron please go here.

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Jack Fowler Junior Investigator Competition Submissions

An award for junior investigators has been established in honor of Dr. Jack Fowler, Emeritus Professor of Human Oncology and Medical Physics, University of Wisconsin.

Junior Investigators, as defined below, are encouraged to submit abstracts for the competition. The top scoring Junior Investigator submission determined by abstract reviewers will be selected and announced at the Awards Ceremony on Monday night during the Annual Meeting.

If you wish to submit an abstract for the Junior Investigator Competition, you must identify the abstract as such.

All instructions given above apply to Junior Investigator (JI) submissions with the exception of Supporting Documents. Supporting Documents are REQUIRED for JI submissions . The paper should not exceed 4 pages (or up to 1 MB) in length.

Junior Investigators are eligible for the John S. Laughlin Science Council Research Symposium.

All abstracts submitted to the JI Competition that are NOT selected as the winner, will be considered for oral, moderated poster, or standard poster presentation.

A Junior Investigator is defined as one of the following. The junior investigator must be a member of the AAPM at the time of abstract submission:

  1. Current medical physics resident, OR
  2. Current postdoctoral fellow, OR
  3. Staff/faculty member who is within a 4 year time period of having obtained a graduate degree (at the time of abstract submission).

The AWARDEE will be required to submit a letter of eligibility from the junior investigator's sponsoring institution. The letter is not to be submitted until the Awardee is identified in April. Contact Lisa Rose Sullivan at AAPM HQ with questions regarding the Junior Investigator Competition.

Only one submission from each Junior Investigator can be submitted for consideration for the Junior Investigator Competition. (Note, however, the Oral Presentation Policy above).

For information about Dr. Fowler please go here.

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John S. Laughlin Science Council Research Symposium

New in 2006 – A topic of particular relevance in medical physics research will be identified each year, with proffered submissions on that topic considered for inclusion in a scientific symposium entitled the John S. Laughlin Science Council Research Symposium. Abstracts selected for the Symposium will be highlighted in the scientific program and given an extended presentation length.

The topic selected for the 2006 Symposium is Multimodality Image Fusion and Deformable Registration, particularly in relation to image-guided interventions such as radiation therapy, surgery, and interventional procedures.

Proffered submission: Authors interested in being considered for the Symposium MUST:

Junior Investigator Competition participants who also wish to be considered for the Science Council Research Symposium should consider the following:

Young Investigator Competition participants:

All abstracts submitted to the John S. Laughlin Science Council Research Symposium that are NOT selected for the symposium, will be considered for oral, moderated poster, or standard poster presentation.

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Step 2 | Title Entry

Enter the title of the abstract to be submitted.

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Step 3 | Identify Submission Content

Identify the Content of the abstract and the Requested Presentation Mode (see Step 5):

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Step 4 | Select Subject Category

Select the Subject Category which best pertains to your Abstract. Category Definitions are available here.

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Step 5 | Select Subject Classification

The annual meeting of the AAPM provides a scientific forum for presentation of work related to research, clinical, and professional activities in medical physics. The Subject Classifications below give a simple delineation between these fairly different kinds of topics. Subject Classifications assist the program organizers in assembling the scientific program and assist abstract reviewers in fairly assessing proffered submissions within an appropriate research, clinical, or professional context.

Select the Subject Classification that best pertains to your Abstract. Definitions are as follows:

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Step 6 | Select Requested Presentation Mode

Select a 'Requested' Presentation Mode based on the type of submission as outlined below:

Rules regarding Requested Presentation Mode for Abstracts:

Presentation Modes Defined:

Oral Presentation:

Moderated Poster Discussion Presentation:

Standard Poster Presentation:

NOTE: The individual names of contributing authors MUST appear on all posted presentations.

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Step 7 | Contributing Author Information Entry

On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

If a Contributing Author is NOT Currently in the System:

Helpful Hints:

Back on the Submission Status Page:

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Step 8 | Program Byline: Author/Institutions

On the Abstract Submission Status screen, you will be prompted to view the 'Program By-Line' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program By-Line be VIEWED and EDITED as instructed.

What the System Generates:

To Edit the By-Line:

If all authors are from the SAME INSTITUTION:

--Use the following format when all authors are from the same institution:

T Webster*, M Warden, L Salliman, A Geyser, Memorial Sloan Kettering, New York, NY
(NOTE: The Presenting Author's name will be denoted with an asterisk.)

If authors are from MULTIPLE INSTITUTIONS:

Use of Reset Button:

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Step 9 | Participation Acknowledgement: John S. Laughlin Science Council Research Symposium

The corresponding author must indicate if the submission is to be considered for the John S. Laughlin SC Research Symposium.

If YES, the submission subject category MUST be: Joint: Imaging-Therapy / Target Definition / Image Registration and Fusion


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Step 10 | Agreements: Verification of Contributing Authors Statement

The corresponding author must agree to and select the following "Verification of Contributing Authors" statement button in the submission process:

"By checking this box, I verify that each author to be listed on the submitted abstract has contributed to the content of the abstract and consented to the submission of the said abstract."

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Step 11 | Agreements: Conflict of Interest Statement

To avoid the appearance of any conflict of interest, Authors of scientific presentations must disclose the names of any companies or organizations who have provided the Author with any financial support for the research being presented and whose products and/or services are the subject matter of the presentation. Such disclosure is to be made by placing the following statement at the end of the Abstract: "Research sponsored by ________ corporation."

This policy is not intended to discourage such support, or restrict the dissemination of the research as it is recognized that much scientific research is supported by organizations that have a commercial interest in the results of the research. The intent of this policy is to permit the members of the audience to form their own judgments about the research with the full disclosure of the facts.

You will be prompted to acknowledge if any company or organization whose products/services are the subject matter of your abstract has provided you with any financial support for your researc.

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Step 12 | Agreements: Participation

The corresponding author must agree to and select the following "AAPM Participation Agreement" statement button in the submission process:

"By checking this box I verify that each author listed on the abstract has agreed to participate in this educational activity. It is understood that each presentation will be constructively evaluated in areas of presentation quality, achievement of educational objectives, and utility/usefulness of content. The evaluation will be confidential and communicated only to the contributing authors upon request.

I further verify that any potential conflict of interest(s), as set forth in the preceding statement, has been listed in the abstract and will be disclosed during the presentation."

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Step 13 | Agreements:   Distribution of Abstract and Presented Materials

The corresponding author must agree to and select the following "Distribution of Abstract and Presented Materials Agreement" statement button in the submission process:

"By checking this box, I verify that I have obtained permission from each author listed on my abstract allowing me to distribute the abstract at the AAPM meeting, via the AAPM website, or via any other publication that may result from this meeting.

Under this constraint, I verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the AAPM Annual Meeting for educational purposes from the appropriate copyright owner(s) and publisher(s).

Non-copyrighted materials obtained from sources such as colleagues or the web will be attributed accurately. Where possible, prior permission for its use will be obtained."

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Step 14 | Corresponding Author Information

Corresponding Author Contact Information is entered on this screen. If you are an AAPM member, first log into the AAPM website. The following required fields will automatically be completed for you. The following fields are required

All Contributing Authors may access an Abstract by using their personal Username and Password.  BUT only the Corresponding Author has the ability to modify any of the Abstract information, including withdrawing the abstract or re-submitting a revised Abstract document or Supporting document.

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Step 15 | Withdraw Submission

You will be given the opportunity to withdraw the submission at this point.

If you chose to do so, this record will be deleted from the system. You would need to return to your private Abstract Homepage in order to 'create a new submission.'

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Step 16 | Document Upload/Rules

Once Steps 1 - 13 have been completed, the system will allow you to advance to the next screen in order to upload your:

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

Rules Regarding Upload of Documents

ABSTRACTS:

Young Investigators - Finalists will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. Finalists will be contacted with further instructions at a later date. Contact Lisa Rose Sullivan at AAPM HQ with questions regarding the Young Investigator Competition .

Junior Investigators - The awardee will be required to submit a letter of eligibility from the junior investigator's sponsoring institution. Contact Lisa Rose Sullivan at AAPM HQ with questions regarding the Junior Investigator Competition.

SUPPORTING DOCS:

POWERPOINT PRESENTATIONS:

PowerPoint is not accepted by the system natively, however, a PowerPoint file may be embedded into a Word document in the following way:

  1. Open PowerPoint, and then open the presentation to be exported to Word. On the File menu, point to Send To, and then click Microsoft Word. In the Write-Up dialog box, select the desired layout. Existing notes may be positioned next to or below the slides, include blank lines for additional notes, or a simple outline of the presentation text without slide images may be exported.
  2. To insert the slides as embedded objects, click Paste.

PowerPoint tends to be a large file format, please ensure that the file is less than 750k (1MB for Young and Junior Investigators) or it will automatically be rejected. Alternatively, create a PDF from your supporting document and submit the PDF.

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Review Submission: Document Status Screen

This shows the status of the documents.

NOTE: If you have previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Abstract" or "Delete Support Doc" button. This will 1) notify the system that the documents will be resubmitted and 2) all references to previously submitted documents will be removed. After resetting a document, resubmit the new document through the same web-based upload process. Document Upload/Rules.

You will only have the option to reset a submitted document if it has been received as noted above.

Please be completely sure that you wish to resubmit a document before following this procedure.

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