Annual Meeting Online Submission (AMOS) System Instructions
Welcome to the 2008 AAPM Annual Meeting Abstract Submission System
Abstract submission for the 2008 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.
Deadline Date: Wednesday, March 5 (3:00 PM EST)
Items of Interest:
Registration Fee Waivers for Presenting Authors from Developing Countries: The AAPM will be awarding 10 registration fee waivers to PRESENTING AUTHORS who reside and work in developing countries recognized by the AAPM.
- Individuals who are interested in the potential registration fee waiver must complete the Registration Waiver Request Form and submit to HQ as instructed by MARCH 5.
- Preference is given to those abstracts which are accepted for Oral or Moderated Poster presentation.
- Only the PRESENTING AUTHORS (who reside and work in developing countries per the recognized AAPM list) of Oral or Moderated Poster presentations are eligible for the first round of the selection process for the registration fee waivers.
- If the number of eligible authors is more than 10, the AAPM International Affairs Committee (IAC) will select one from each region. The remaining awards will be selected by IAC members from the remaining eligible authors by ballot.
- Recipients of the registration fee waivers will be contacted on May 9, 2008.
Self Assessment Modules (SAMs): Completion of two Self Assessment Modules (SAMs) per year is a requirement for the Maintenance of Certification (MOC) process as defined by the American Board of Radiology (ABR). AAPM program organizers will identify sessions in both Diagnostic and Therapy Physics to be offered with audience response technology at the annual meeting in 2008. These sessions will allow those who require MOC to fulfill their SAMs requirements. Credits for these sessions are available only to attendees who pre-register for the modules. No SAMs registration will be offered on-site in Houston.
- Please note that the SAMs sessions will be open to everyone, but only those pre-registered for the audience response technology will be eligible to receive an interactive response unit. Questions will be asked during the SAMs sessions, and participants must answer electronically in order to receive certification. There is no pass/fail. The idea is to assess knowledge gained during the session.
- Meeting Registration will be available on-line: March 12, 2008.
- Abstract Submission Policy
- Prior to Beginning Abstract Submission
- Abstract Content: Categories
- Presentation Modes Defined
- Reviewers' Choice Special Recognition
- Abstract Formatting Guidelines
- Structured Abstract Format Defined- Required
- John R. Cameron Young Investigator Competition Submissions
- Jack Fowler Junior Investigator Competition Submissions
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|
REMINDER: The AAPM annual meeting program now extends to a full day on Thursday, with presentations in the Scientific, Educational and Professional tracks. Sessions have been redistributed from earlier in the week to Thursday afternoon, to reduce the number of parallel sessions and create more opportunities to view posters.
Abstract Submission for the 2008 AAPM Annual Meeting is a 100% web based process:
- The submitter will complete information about an Abstract and the contributing authors.
- The submitter then uploads an Abstract document not to exceed 300 words. A Supporting Document is STRONGLY RECOMMENDED, though optional. Abstracts submitted for oral and moderated poster presentations without supporting documents may receive less favorable reviews because of the lack of detailed information. The Supporting Document is limited to 2 pages (750 kB) for regular submissions. [Other submission types (e.g., Young Investigator submissions, Junior Investigator submissions, etc.) have different page limits; see below.]
- If submitting an Abstract for the:
John R. Cameron Young Investigator's Competition - a Supporting document submission is REQUIRED and limited to 4 pages up to 1MB.
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.
- In support of our policy of blind review, please do not list any author names or institutions in the Abstract or Supporting Document.
- In addition, the Abstract document should not contain a title, graphs, figures, tables, images or multimedia elements.
- Proffered Abstracts submissions should be original work, and should NOT have been presented at or submitted to any other national or international conference held in the United States or Canada, UNLESS specific permission has been granted by the Scientific Program Directors.
- The Program Committee reserves the right to reject Abstracts.
- Authors who submit Abstracts that are accepted should understand they will be required to pay the regular registration fees for the conference that all attendees are required to pay.
- An individual can present up to TWO first-authored presentations at the meeting, although the individual's name may appear on more than two Abstracts.
- If a presenter has submitted several Abstracts for presentation as first author, the TWO highest-scoring Abstracts will be selected, and the other(s) will be rejected.
- Gather each Author's first and last name, and email address.
- Gather each Author's Institution Name, City, State/Province/Country.
- Determine if your abstract is Professional or Scientific in content.
- Determine your requested Presentation Mode (for abstracts that are Scientific in content).
- Determine the Subject Category most relevant to your submission. Definitions are available.
- Determine the Subject Classification. Definitions are available.
- Use the provided STRUCTURED ABSTRACT TEMPLATE to prepare an abstract with a maximum of 300 words, containing text, formulas and symbols (created using the "Symbol" font only), composed in Microsoft Word, Corel WordPerfect or ASCII Text.
- Ensure there is to be no title or author information, and no graphs, figures, tables, images or multimedia elements in this document. For details on including formulas, see Document Upload/Rules below.
- Abstracts that exceed 300 words will be rejected.
- Abstracts containing graphs, figures, tables or images will be rejected.
- If applicable, include a statement within your Abstract disclosing any "Conflict of Interest" that may exist.
- Supporting Documents:
- For regular submissions, the strongly encouraged Supporting Document not to exceed 2-pages up to 750kB.
- For Young Investigator, Junior Investigator and Science Council Research Symposium submissions, Mandatory Supporting Document not to exceed 4-pages up to 1MB.
- Supporting Documents:
- Should be composed in Microsoft Word, Corel WordPerfect, ASCII Text or PDF files.
- Should contain only Title information to conform to blind review procedures.
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 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 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.
Based on submission content, abstracts selected for presentation will be assigned as
Moderated Poster Discussion Presentation
Standard Poster Presentation
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. ***
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:
- Review the Sample Abstract prior to preparing your submissions.
- Use the provided STRUCTURED ABSTRACT TEMPLATE in preparing your abstract.
- Abstracts should be composed in Microsoft Word, Corel Wordperfect or ASCII Text.
- Abstracts submissions are to ONLY contain text, formulas and symbols.
- DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered elsewhere in the system and will be merged with the abstract file later in the process.
- Abstracts must not exceed 300 words.
- Use 8 point, Times Roman Font for the text.
- Use 8 point, Symbol Font for symbols.
- If embedding formulas, keep the text size at 8 point.
- Use full justification in the document
- Do not place hard returns at the end of each line in your abstract text. Let the text wrap to the next line.
- Do not use 'headers' or 'footers'.
- Add a conflict of interest statement if applicable.
The abstract submission document MUST be structured to include each of the following components:
- Method and Materials
- Conflict of Interest (if applicable)
A STRUCTURED ABSTRACT TEMPLATE is provided:
- 'Save' the template as a 'file' to your selected computer drive
- Use the 'saved file' to prepare your abstract
- Upload your prepared abstract
**Any abstract that does NOT conform with this structured outline will be REJECTED.**
The following criteria will be used in determining the abstract score, depending on the chosen classification (Research, Clinical, or Professional). If a supporting document is included, it will be used as additional information in determining the score. Depending on the score and the author's preferences, the abstract may be accepted for oral or poster presentation (standard or moderated), or be rejected.
NOTE: 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.
|Potential significance||Clinical significance||Professional significance|
|Interest to the medical physics researcher||Interest to the clinical medical physicist||Interest to the professional practice of medical physics|
|Innovation||Practicality and usefulness||Timeliness|
Once you have accessed the System Site (AMOS), in order to access the submission system, you'll be prompted to login using an Abstract Submission Username and Password.
- If you have not submitted an abstract for this meeting, enter your email address and press ”submit”. Enter your First and Last Name and press “send it!” to have the system email you a temporary Username and Password.
- If you have forgotten your assigned Abstract Submission System Username or Password, enter your email address and press “submit” to have the system email the information.
- Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.
What information is available to me on the homepage?
- This page will have your address information, and information on any submissions that you create or that have been submitted on your behalf.
- The type of submission is shown next to the Title (ie. Proffered, Young Investigator, Junior Investigator, Science Council Research Sym).
- The status of each submission is shown (ie. Incomplete or Complete).
What can I do from my homepage?
- You may edit your personal information at any time including your username and password.
- If submission is open, you may create a new submission.
- You may edit any submissions where you are listed as the Corresponding Author.
- For submissions where you are listed as a Presenting or Contributing Author only, you will be able to view, but not edit the submission.
How do I create a new submission?
- Next to the meeting name, there is a link to "create new submission", click this link to begin the submission process.
- The steps for submitting an abstract are outlined below.
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.
You'll be prompted to identify the submissions as:
- Proffered submission
- Young Investigator Symposium
- Junior Investigator submission
- Science Council Research Symposium
Each year the AAPM conducts a young investigators' competition at the Annual Meeting. Young Investigators, as defined below, are encouraged to submit abstracts for the competition. The 10 highest scored Young Investigator submissions, i.e. the finalists, as determined by the abstract reviewers will be selected for presentation 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/presentation 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 Award 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 and must not exceed 4 pages (or 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 for the competition, 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 Laurie Hayden at AAPM HQ with any questions regarding the Young Investigator Competition.
Only one submission from each Young Investigator can be submitted for consideration for the Young Investigator Award competition. (Note, however, the Oral Presentation Policy above).
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 and must not exceed 4 pages (or 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:)
- Current medical physics resident, OR
- Current postdoctoral fellow, OR
- Staff/faculty member who is within 4 years of having obtained a graduate degree (at the time of abstract submission).
The AWARDEE will be required to submit a letter of eligibility from a Full Member of the AAPM at the junior investigator's sponsoring institution. The letter is not to be submitted until the Awardee is identified in April. Contact Laurie Hayden at AAPM HQ with any 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).
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 2008 Symposium is Advances in Image Guided, Locally Adaptive or Ablative Cancer Therapies. In recent years a number of new therapeutic regimes have emerged, including
percutaneous radiofrequency ablation, electronic brachytherapy, ultrasonically-heated microspheres for drug delivery, optically-activated tumor-targeting drugs, in addition to conventional IGRT. The John S. Laughlin Symposium this year will feature these and other advanced image-guided therapies, seeking abstracts on cutting-edge research in image-guided interventions that go beyond incremental advances in conventional image-guided radiation therapy.
Proffered submission: Authors interested in being considered for the Symposium MUST:
- Select the submission type: Science Council Research Symposium
- Select the subject category: Joint: Imaging-Therapy / Advances in Image Guided, Locally Adaptive or Ablative Cancer Therapies
- Select Oral presentation mode
- Submit supporting documentation not to exceed 4 pages in length (up to 1 MB file size).
Junior Investigator Competition participants who also wish to be considered for the Science Council Research Symposium should consider the following:
- JI Competition participants are eligible to be considered for the Symposium.
- To be considered for the Symposium, authors MUST select the Joint: Imaging-Therapy / Advances in Image Guided, Locally Adaptive or Ablative Cancer Therapies category during submission.
- To be considered for the Symposium, authors MUST signoff on the John S. Laughlin SC Research Symposium - Participation Acknowledgement during the submission process.
Young Investigator Competition participants:
- Are NOT eligible to be considered for the Science Council Research Symposium.
- May select Joint: Imaging-Therapy / Advances in Image Guided, Locally Adaptive or Ablative Cancer Therapies subject category during submission.
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.
Enter the title of the abstract to be submitted.
- Use sentence case when entering title.
- To enter superscript text put the following tags around the text to be superscripted: <sup>text</sup>
- To enter subscript text put the following tags around the text to be subscripted: <sub>text</sub>
Identify the Content of the abstract and the Requested Presentation Mode (see Step 5):
- 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.
Any abstract submitted with a professional focus will be considered for oral or standard poster sessions.
- 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.
Any abstract submitted with a scientific focus will be considered for oral, moderated poster discussion, or standard poster sessions.
Select the Subject Category which best pertains to your Abstract. Category Definitions are available here.
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:
- Research: Abstracts related to the investigation, implementation, or development of novel techniques, technologies, or concepts in medical physics. Topics in any area of medical physics investigation, including imaging, therapy, treatment planning, and measurement. Work should pertain to experimental or theoretical work that is new, original, and innovative.
- Clinical: Abstracts related to the study of clinically useful or relevant medical physics issues, such as: acceptance testing and commissioning; quality assurance and quality control methods and results; software application development, use, and validation; new product evaluation, testing, and commissioning; clinical measurements. Work should pertain to issues that are (or could be) the standard of clinical practice and care.
- Professional: Abstracts related to the professional practice of medical physics. NOTE: Abstracts submitted under categories in the Professional Track likely correspond to this classification.
Select a 'Requested' Presentation Mode based on the type of submission as outlined below:
- Professional Submissions - Select either Oral or Standard Poster Presentation
- Scientific Submissions - Select Oral, Moderated Poster Discussion or Standard Poster Presentation
Rules regarding Requested Presentation Mode for Abstracts:
- Final presentation mode assignments will be made at the discretion of the Program Committee.
- Any submission requesting Oral Presentation may be assigned as ANY of the following:
- Oral presentation
- Moderated Poster presentation
- Standard Poster presentation
- Any submission requesting Moderated Poster Discussion Presentation may be assigned as EITHER of the following:
- Moderated Poster Discussion presentation
- Standard Poster presentation
- Standard 4 x 4 Poster Presentation
- Any submission may be rejected based on the reviews by at least 3 referees.
Presentation Modes Defined:
- This category entails a short presentation followed by a 2-minute question/discussion period. PLEASE NOTE: Single LCD projection will be the ONLY presentation method available.
- In addition to the oral presentation, the 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 during the meeting. The electronic file is to replace the previously required HARDCOPY 4 x 4 'poster' display.
- Details will be provided in abstract acceptance notification.
- Abstracts will be published in Medical Physics.
Moderated Poster Discussion Presentation:
- This presentation mode entails a scientific poster and brief verbal overview to be given by the Session Moderator.
- Moderated Poster Discussion presenters will be expected to be present at their poster during the scheduled session as listed in the meeting program.
- The scientific poster display will consist of a full-size (4' x 8') poster with a thorough description (Abstract, purpose, methods, results, conclusions, and references) of the scientific topic.
- Each Moderated Poster area will be equipped with one Electronic Display system for single projection of PowerPoint presentations. The session moderator will present a maximum of 4 slides (Session Slides) for each moderated poster.
- Poster displays may include high quality photographs, figures and graphics. While high quality science is of primary concern, the presentation of a visually appealing and well-designed poster is encouraged.
- Pushpins will be provided, but authors may wish to use Velcro strips for mounting poster elements. (Use the hooked side of the Velcro strips on the back of your poster).
- Posters must be displayed for the entire meeting.
- In addition to the moderated poster presentation, the presenting author will be required to submit an electronic file of the Moderated Poster, or a modified version of the presentation with more details to be digitally posted in Electronic Poster Viewing areas during the meeting. Details will be provided in abstract acceptance notification.
- In order to assist the session Chair, the presenting author will be required to submit prior to the meeting, an electronic file of Supplemental Information. Details will be provided in abstract acceptance notification.
- Abstracts will be published in Medical Physics.
Standard Poster Presentation:
- This category is a Scientific or Professional poster.
- Standard Posters must be displayed for the entire meeting to allow attendees the opportunity to review the material.
- The scientific poster display will consist of a (4 x 4) poster. The Standard Poster display may be a presentation of twelve 8.5 x 11" pages posted in the space provided.
- Abstracts will be published in Medical Physics.
NOTE: The individual names of contributing authors MUST appear on all posted presentations.
On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.
To Add Author(s):
- Select the link to 'add an Author' and search for an individual's last name.
- A list of potential authors will be generated if the 'last name' is in the system.
- Select the correct contributing author for the submission and indicate if 'presenting' or 'author'.
- Continue process until all contributing authors have been added.
- Each submission is allowed only ONE presenting author.
- Corresponding authors are NOT automatically added to the submission as a contributing author. If the corresponding author is a contributing author, you MUST add the individual at this point.
If a Contributing Author is NOT Currently in the System:
- Once you have searched for the last name and it does not appear on the generated author list, select 'enter a new author' and proceed through the process of creating a new record for the individual.
- By entering a unique email, each author will have access to the abstract submission content, but ONLY the corresponding author may edit the content.
- Use proper capitalization when entering a new author.
- Check your entry as you go as the system does not correct spelling or grammar.
- Add your 'presenting author' first. You can later use the arrow buttons at left of names to change order, once all authors have been added.
- Ultimately, arrange the author names in the order they are to appear when published in the"Program By-Line" and "Calendar of Events By-Line." ANY AND ALL CONTRIBUTING AUTHORS MUST BE ADDED IN THIS SECTION OF THE PROCESS IN ORDER TO GENERATE THE CORRECT 'BY-LINES'. (see Steps 7 and 8).
Back on the Submission Status Page:
- The system will have generated a list of contributing authors added to your submission.
- If any contributing author's names are missing, go back and add the individuals.
- If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
- The presenting author's name will be denoted with an asterisk.
- Anytime you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Steps 6, 7, and 8 so it is IMPORTANT you review the content with each change made.
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:
- For a single author, the system will list author's name (first initial, last name), institution, city, and state.
- If multiple authors have been entered, the system will list ALL author names (first initials, last names) in the order of entry, followed by the first author's institution, city, and state, then the second author's institution, city, and state, etc.
To Edit the By-Line:
If all authors are from the SAME INSTITUTION:
- The final/correct By-line should list ALL AUTHOR names (first initials, last names) followed by ONE listing of the institution, city, and state.
- YOU MUST REMOVE all additional listings of institution, city, and state in order for the byline to be correct.
- YOU MUST SELECT the check box 'All authors are from the same institution' in order to proceed back to your status page or you will be forced to add super/sub-script coding, that is not necessary.
- Do not include "USA" or zip codes. Do not include departmental information.
- Do not abbreviate institution names.
--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:
- The final/correct By-line should list ALL AUTHOR names (first initials, last names) followed by EACH AUTHOR'S institution, city, and state.
- YOU MUST ADD 'super/sub-script coding' (<sup>1</sup>; <sup>2</sup>, etc) in order to correlate the correct Author with the correct institution, city, state.
- Do not include "USA" or zip codes. Do not include departmental information.
- Do not abbreviate institution names.
--Use the following format to add the required 'super/sub-script coding' when Authors are from multiple institutions: --
Note that this code:
T Webster*<sup>1</sup>, M Warden<sup>1</sup>, L Salliman<sup>2</sup>, A Sullivan<sup>3</sup>, (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD (3) UT M.D. Anderson Cancer Center, Houston, TX
--Produces this output:
T Webster *1 , M Warden1 , L Salliman2 , A Sullivan3 , (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD, (3) UT M.D. Anderson Cancer Center, Houston, TX
Use of Reset Button:
- Anytime you make changes to the Author List, the system will require that the By-line be reviewed again. The system will display the former By-line, before changes were made.
- If you want to system to regenerate the By-line with the new authors/changes, hit the RESET BUTTON and make appropriate edits as listed above.
- The RESET BUTTON will always clear and reset to the most current author information.
- The 'Program By-Line' is EXACTLY what will be published in Medical Physics with the Abstract:
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 / Quantitative Imaging for Cancer Diagnosis, Treatment, and Response Assessment
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."
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 research.
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."
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."
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
- First Name
- Last Name
- Street Address
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.
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.'
Once Steps 1 - 13 have been completed, the system will allow you to advance to the next screen in order to upload your:
- Abstract Document file - use STRUCTURED ABSTRACT TEMPLATE for file preparation
- Strongly encouraged, but optional, Supporting Document file for regular submissions
- Mandatory Supporting Document file for Young Investigator Competition submissions
- Mandatory Supporting Document file for Junior Investigator competition submissions
- Mandatory Supporting Document file for John S. Laughlin SC Research Symposium submissions
Rules Regarding Upload of Documents
- Abstracts that exceed 300 words will be rejected.
- Abstracts containing graphs, figures, tables or images or multimedia elements will be rejected.
- Abstracts must be uploaded to our server by clicking the "Upload Abstract" icon that will appear on your status page once you have provided all the required information.
- Documents must be in Microsoft Word, Corel WordPerfect, or ASCII Text format. The recommended format, to ensure the highest level of compatibility, is Microsoft Word (97 or 2000). For best results, Mac WordPerfect users should save documents as MS Word 4, 5, or 6 prior to submission.
- Special Note to WordPerfect 8 and higher users: Corel WordPerfect 8 and higher includes two equation editors. The WordPerfect 5.1-7 Equation Editor must be used when creating equations. To use the WordPerfect 5.1-7 Equation Editor, click Tools / Settings / Environment / Graphics / WordPerfect 5.1-7 Equation Editor.
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 Laurie Hayden 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 Laurie Hayden at AAPM HQ with questions regarding the Junior Investigator Competition.
- Supporting Documentation is STRONGLY ENCOURAGED, but optional, for regular submission and will be part of the review process. Abstracts submitted for oral and moderated poster presentations without supporting documents might receive less favorable reviews because of the lack of detailed information.
- Supporting Documentation is REQUIRED for Young Investigator Competition submissions.
- Supporting Documentation is REQUIRED for Junior Investigator Competition submissions.
- Supporting Documentation is REQUIRED for John S. Laughlin Science Council Research Symposium submissions.
- There is a 2-page, 750k file size limit on submissions (4page, 1MB for Young Investigators, Junior Investigators, and John Laughlin SC Research Symposium submitters). Any files larger than this will not be accepted.
- Supporting Documents may be submitted as Microsoft Word, Corel WordPerfect, ASCII Text format, or a PDF file and may contain graphs, figures, tables and images.
- In support of our blind review policy, there is to be no author information in the Supporting Documentation. You may include the title. Supporting Documents must be uploaded to our server by clicking the "Upload Supporting Document" icon that will appear on your status page once you have provided all the required information.
- If submitting a PDF file, you must check the "pdf" box on the upload page.
- If not submitting a PDF file, the documents must be in Microsoft Word, Corel WordPerfect, or ASCII Text format. The recommended format, to ensure the highest level of compatibility, is Microsoft Word (97 or 2000).
- For best results, Mac WordPerfect users should save documents as MS Word 4, 5, or 6 prior to submission.
Special Note to WordPerfect 8 and higher users! Corel WordPerfect 8 and higher includes two equation editors. The WordPerfect 5.1-7 Equation Editor must be used when creating equations. To use the WordPerfect 5.1-7 Equation Editor, click Tools / Settings / Environment / Graphics / WordPerfect 5.1-7 Equation Editor .
For submission types where powerpoint is accepted, 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.
This shows the status of the documents.
- By looking at this, the author should be able to see if the system has received an Abstract document and/or Supporting Document.
- If the documents were received without any problems, then there will be a link to the Adobe Acrobat PDF file that was created.
- Click on the "View Abstract" or "View Support Doc" buttons to view the document and ensure there were no errors introduced in conversion.
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.