Invited Author Policies

FIRST-AUTHOR POLICY

Please keep in mind the AGU Fall Meeting first-author policy as you consider invited authors for your session.

  • First authors may have a maximum of one (1) contributed and one (1) invited abstract, or two (2) invited abstracts. One additional abstract from the first author may be submitted to an Education or Public Affairs session.
  • There are no exceptions to the first-author policy, regardless of the number of invitations an author receives.

Once sessions are approved and abstract submissions open, each non-Union session are able to invite up to two (2) authors to submit abstracts to your session. 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.

Official Panel Format sessions, as requested by the convener during proposal submission and approved by the Program Committee, are exempt from the first author rule and can have a maximum of eight (8) invited authors. Once the session is approved, potential panelists will be invited to submit an invited abstract to the session. These sessions will be noted as “Panel Format” in the online scientific program.

IMPORTANT NOTE: Being an invited author DOES NOT guarantee that the person will receive an oral presentation unless it is a Union or approved official panel session. All invited authors may be subject to being scheduled 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.

DO NOT make any promises to your invited authors that they are guaranteed an oral presentation.

  • Please give your invited authors at least two weeks to accept the invitation and submit their abstracts. Conveners (AGU members) of approved sessions may invite authors via the online tool beginning in June.
  • Invited authors are not guaranteed an oral presentation and may be assigned a poster presentation.
  • Invited authors must be AGU members and up to date with 2018 membership dues; however, special exemptions may be requested until 18 July for individuals who are not geophysical scientists. No requests can be made after 19 July as there will not be enough time to process the request before the submission deadline.
  • An individual may not accept invitations to submit an abstract to more than two (2) sessions.
  • All abstract submission fees are nonrefundable; refunds will not be issued if policies are violated or an abstract is rejected.
  • Invited authors do not receive waived or discounted abstract submission fees and registration fees; no travel reimbursements are provided to invited authors.
  • Session conveners may not be the first author or presenter on an invited abstract in the session they are convening.
  • Conveners may submit a contributed abstract to a session they are convening; however, they must be scheduled as a poster presentation.
  • If a session receives multiple oral or poster session allocations, session conveners can retroactively mark up to TWO (2) abstracts as “Highlighted” per each additional session during the scheduling period if needed.
Invited Author Instructions

·       Conveners who are AGU members will receive access to the online invitation management system when abstract submission opens on 13 June. After logging into the invitation management session, conveners can click on "My Account", then on the name of their session to access the Session Proposal Control Panel, which contains an Invited Author Management button. Conveners can click on this button to access the invitation tool. 

·       Conveners can enter the names of up to TWO (2) individuals they wish to invite to submit an abstract to their session. There is no limit on the number of invited authors for Union sessions, but we recommend a maximum of eight (8) authors.

·       Conveners are asked to manage and send formal invitations to invited authors via the online program management system by Wednesday, 18 July 2018However, conveners will still have access to the system to send formal invitations up until the abstract deadline if needed. Please send invitations as soon as possible to ensure that your invited authors will have enough time to accept and submit their abstract before the abstract deadline. There will be no exceptions to the submission deadline.

·       Invited authors must not submit their abstract until they receive an email from the online invitation system with detailed instructions. Invited authors must accept their invitation via the online abstract submission system in order to submit their abstract directly to your session by the deadline. This is a firm deadline and late submissions will not be accepted.

Monitoring Abstracts

If accepted, your session will be available for abstract submissions. You are expected to monitor your session during the submission period specifically for abstracts that clearly do not belong in your session. You can track and review abstracts submitted to your session by logging into the User Portal and clicking on your session name. Abstract details will appear on the “View Submission” page above the list of conveners. Abstract titles and author names are also displayed in the public session viewer, although abstract text is not viewable to the public during the submission period.

Session conveners should monitor the following:

  • Abstracts that are not topically relevant to your session or if you think an abstract was submitted to your session by mistake. Please notify the program committee or abstracts@agu.org by the deadline and we will contact the author with the concern and move the abstract to a more appropriate session. This may be due to author oversight or a misunderstanding of the session’s intent.
    Note: An abstract cannot be transferred after the program is finalized, so each author is counting on you as a convener to make sure that all abstracts submitted and accepted to your session are appropriate to the topic.
  • Invited authors who have not accepted the invitation to submit or have not submitted their abstract. Please follow up to ensure invited authors have received the invitation and intend to submit the abstract. Late submissions will not be accepted. If the author has declined the invitation, you can invite another author in their place. You can do this up until 18 July.
  • Other sessions with which your session can be merged based on abstract submissions. Please notify your program committee representative if you have any suggestions on potential merges.

Conveners are allowed to submit abstracts to their own session but are NOT allowed to be invited authors and cannot be scheduled as an oral presentation in their own session.

At least ONE (1) of the conveners must be available in late August for the scheduling of your session. Please note that, at the discretion of your program committee representative, you may be asked to merge with another session in early to mid-August. More information on scheduling is available in the “After Abstract Deadline” tab above.

Abstract submissions are open from 13 June to 1 August 2018. Abstract notifications and notification of your sessions’ official scheduled day and time will be sent out on 1 October 2018.

After this date, please monitor your session to note withdrawals. More information on scheduling is available in the “After Abstract Deadline” tab above.

Please contact Scientific Program Team or your program committee representative if you have any concerns while monitoring your session during the abstract submission period.

For more information, contact the AGU Scientific Program Team.