After Proposal Submission
Proposal Review Process
The Fall Meeting Program Committee will review all session proposals in mid-May. The evaluation process may include decisions to merge several proposals, to ensure ample interest in each session, and to avoid duplicate sessions on similar topics. The Program Committee will notify conveners if sessions need to be merged or descriptions revised. Conveners will receive an email regarding the status of their proposal in early June 2017.
Abstract submissions will be accepted from 14 June through 2 August. During the abstract submission process, conveners should promote their session to potential authors and monitor the abstracts being submitted to their session. An online Abstract Viewer will be available during this time, with the public and non-members being able to see only the abstract author and title. Conveners will need to log in and access their session convener role to view the full abstract text of those submitted to their session. After the scheduling phase in late August, abstracts will no longer be available for viewing until the program is finalized by the Program Committee and published in early October.
Each non-Union session will be able to invite TWO invited authors during the abstract submission period. AGU’s main objectives for allowing invited authors include: 1) raising the profile of a session; and 2) enticing authors who would not otherwise submit an abstract to a session in an effort to, for example, enhance diversity or interdisciplinary perspectives or feature early career scientists. Union sessions are the only scientific sessions that consist entirely of invited abstracts, to highlight contributed science in all other programs.
Invited authors MUST be AGU members and up to date with 2017 membership dues; however, special exemptions may be requested for individuals who are not geophysical scientists and have not attended an AGU meeting.
IMPORTANT NOTE: Being an invited author to a non-Union session DOES NOT guarantee that the person will receive an oral presentation. They are invited authors, either in an oral OR a poster session. If a session is given an oral allocation, which is also not guaranteed, the authors in that session and the length of presentations will be decided by the convener during the scheduling process. Conveners (AGU Members) of approved sessions may invite authors via the online tool beginning in June.
Monitoring Abstract Submissions
If your session has been accepted, please make sure that you monitor the abstract submissions during and immediately after the submission deadline. In particular, look for abstracts that are not topically relevant to your session or if you think an abstract was submitted to your session by mistake. Please alert your Section/Focus Group committee representative if you think there is such an abstract in your session.
Session Allocation and Scheduling
Shortly after the abstract submission deadline, Conveners will receive communications regarding whether a session is assigned an oral or poster session or a combination of oral and poster sessions by the Program Committee. Sessions may be merged after the abstract submission deadline at the discretion of the Program Committee. Conveners will have approximately two weeks to review and schedule the abstracts with the oral and/or poster sessions allocated. Co-conveners are not required to be AGU members but will need to be AGU members and up to date with 2017 membership dues if they intend to schedule abstracts in late August. Detailed scheduling instructions will be provided, but note that conveners need to be responsive to abstract submitters and the Program Committee during the month of August for session merging requests, abstract moves, and allocation and scheduling questions.
Outstanding Student Paper Awards (OSPA) Liaison
During the session scheduling process in late August/early September, conveners will be required to designate an OSPA Liaison for recruiting judges. This step will enhance the ability to effectively coordinate the process of judging student papers in the session. Each session liaison will work with their Section/Focus Group coordinator to ensure that all students in all sessions are judged.
In early October 2017, acceptance notices will be distributed electronically and the final scientific program will be available online.