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.
|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|
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.
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.
Abstract Submission for the 2006 AAPM Annual Meeting is a 100% web based process:
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.
You will need:
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
| NEW in 2006:
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:
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.**
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.
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:
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.
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:
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.
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.
Enter the title of the abstract to be submitted.
Identify the Content of the abstract and the Requested Presentation Mode (see Step 5):
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:
Select a 'Requested' Presentation Mode based on the type of submission as outlined below:
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.
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.
--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.)
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
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 researc.
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."
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
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:
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.
PowerPoint is not accepted by the system natively, however, a PowerPoint file may be embedded into a Word document in the following way:
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.
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.