Convener Scheduling Tutorial

Convener

Scheduling Tutorial

NOTE: The Convener scheduling site is NEW this year.

Please take a few moments to review this tutorial and

Table of Contents

Upcoming Deadlines ……..……….……….…. Page 3

Overview ………..……….……….…. Page 4

Guidelines ………..……….……….…. Page 5

Scheduling Steps …………..……….……….…. Page 7

Login Site ……….………...……….…... Page 8

Full Menu Options ………..… Page 9

Control Panel ………..… Page 10

SWIRL Themes ………….……….……….……….. Page 11

Adding People ………..……….. Page 12

Arrange Oral and Poster Sessions ………..……….……….. Page 14

Non-Paper Events ……….……….………. Page 16

Technical Support ...………..………... Page 17

UPCOMING DEADLINES

28 August

– Online scheduling tool opens to Conveners

7 September

– Online scheduling tool closed to Conveners

8 September

– Scheduling Meeting begins

10 September

– Scheduling Meeting ends

1 October

– Acceptance notifications sent to authors

Overview

Thank you for choosing to convene a session at the 2014 AGU Fall Meeting. We have compiled some

guidelines about convening a session, along with detailed instructions on scheduling your session.

The Fall Meeting is planned on a very compact schedule that relies on your cooperation and support. All

decisions regarding the final program are made by the Fall Meeting Program Committee. You should

plan to stay in touch and coordinate with the appropriate Committee member throughout the process.

Contact information for all committee members can be found at

here

.

Scheduling Your Session

Once the abstracts have been submitted, your role as session convener is to assist the appropriate

Program Committee member to organize and schedule your approved session.

You will propose a session schedule using the online scheduling system, which will be available on 28

August. Proposed session schedules must be entered into the system no later than 7 September at

23:59 EDT. Access to the scheduling system will not be available after this date.

The scheduling system will include the number of oral session rooms and poster allotments the session

has been assigned. If you have any questions regarding your assigned allocations, please contact the

Guidelines

Guidelines for Scheduling Sessions

Conveners are responsible for reviewing all abstracts submitted to their session. Conveners do not have the authority to reject an abstract. If an abstract is not appropriate for the session, the convener may preliminarily reject the abstract and recommend its rejection to the appropriate program committee member. Complete guidelines regarding AGU abstract submissions can be found here.

Session conveners can only propose a session outline for approval by the Program Committee. The Program Committee has the final approval for scheduling all abstracts and sessions for the meeting. This includes the day, time, type of session, and abstracts within the session.

Approved sessions are not guaranteed an oral slot. More than 65% of the abstracts will be presented as posters. Each session must include the following information, and be entered in the scheduling system

o Select and confirm SWIRL Theme

o Session Chairs /Presiders (Sessions may have two (2) Session Chairs in addition to the 4 Conveners) o Outstanding Student Paper Award liaison

o Sequence of abstract presentations

o Length of presentations (oral sessions only); Standard oral presentation length is 15 minutes; however you determine the length of each oral presentation.

An abstract can be scheduled in only one session.

Your Program Committee representative will provide you with a tentative number of oral and/or poster sessions that can be scheduled. Note that the type and number of sessions will be finalized at the September Program Committee Meeting. Session conveners must not provide information to authors regarding session schedules. Please do not relay or guarantee information to authors about sessions regarding type of presentation, duration, date, or other scheduling-related matters. These decisions will be approved and finalized in late-September.

The Program Committee has the final authority to make adjustments to all proposed schedules in order to ensure the success of the meeting plan. Adjustments may include:

o Moving papers to alternative sessions to avoid conflicts o Changing the duration of presentations

o Changing the type of session o Rejecting inappropriate papers

Guidelines Continued

Session Information

Oral Sessions:

•

An oral session is 2 hours in length with no breaks. There are 2 morning time slots:

0800h-1000h and 1020h-1220h. There are 2 afternoon time slots: 1340h-1540h and 1600h-1800h.

•

Each oral session is 2-hours in length; half sessions or 1-hour sessions will

NOT

be scheduled

this year.

•

A typical oral session contains 8 papers; however, you may schedule your session in alternate

formats. For example, six 20-minute talks or four 30-minute talks.

•

Presentation Time: The standard time for a contributed presentation is 15 minutes (10

minutes presentation time plus 5 minutes discussion time). Invited presentations may be

given longer presentation times, but this extended time must work within the standard

session times.

Poster Sessions:

•

A standard poster session should contain roughly 25 papers. Morning poster sessions are

scheduled 0800h-1220h, and afternoon poster sessions are scheduled 1340h-1800h. Posters

remain in the poster hall for the entire day.

Scheduling Steps

The tutorial provides you with step-by-step instructions on the scheduling

process. You must complete the SWIRL Theme and select Session

Chairs/Presiders and OSPA liaisons before accessing the abstracts.

Step 1

: Select or confirm the SWIRL Theme selection for the session

Step 2

: Search for and select two (2) Session Chairs/Presiders (can be existing

convener)

Step 3

: Search for and select OSPA liaison (can be existing convener)

Step 4

: Arrange sequence of abstract presentations

Login Site

On the login page, enter the email address and password associated with your AGU member account.

If you have forgotten your password, click the link to reset your password.

To access the 2014 AGU Fall Meeting Scheduling Tool,

go to

: https://agu.confex.com/agu/fm14/gateway.cgi

Full Menu Options

Once logged in, you will be directed to the ‘Full Menu Options’ page. The tab ‘Roles in Meeting’ will provide you with the number of sessions you have been allocated.

Under the header ‘Session Primary Convener’ click on the session title to access the session details for the session you will arrange. You must complete the SWIRL Theme and select Session Chairs/Presiders and OSPA liaisons before accessing the abstracts. When you open the ‘Arrange’ link to access the abstracts, the session opens you will see if it has been allocated as an oral or poster session.

Control Panel

The Session Control Panel appears on the left side of each page in the scheduling process.

You must complete the SWIRL Theme and select Session Chairs/Presiders and OSPA liaisons before accessing the abstracts. via the ‘Arrange’ link

Please utilize the Control Panel to update:

OPTIONS

• SWIRL Themes: Select or change SWIRL theme selection

• People: Search for and add Session Chairs/Presiders and OSPA Liaison

• View Submission: Print individual session proposals

• View Full Menu Options: Return to session list

• Non-Paper Events: Add welcome and or closing remarks to session schedule

ABSTRACTS

• Print: Print individual abstracts

• Arrange: Utilize to view and complete the sequence of abstract presentations

HELP

Report a Technical Issue: Utilize to report any technical errors found

SWIRL Themes

STEP 1: If you would like your session to be considered as a SWIRL session, please select one of the options from the SWIRL themes below or you must select ‘None’ to proceed. Please note, additional SWIRL themes have been added to the program since session submission. You may choose to keep your original selection, choose a new theme or select ‘None’. To view the description of each SWIRL, click on the arrow next to the corresponding theme.

Click on the arrow next to the SWIRL theme to view the full description.

Click the Save button to continue.

Confirm the SWIRL theme or the selection of ‘None’ to continue.

Adding People

Each session proposal MUST have at least two (2) Session Chairs and one (1) OSPA Liaison added before scheduling.

STEP 2: Select ‘Add Individual’ to search for and select two (2) Session Chair/Presider . The Session Chair /Presider may be an existing convener on the session, however you will need to search for the individual and assign them the role of Chair/Presider.

STEP 3: Select ‘Add Individual’ to search for and select an OSPA liaison. The OSPA liaison may be an existing convener on the session, however you will need to search for the individual and assign them the role of OSPA liaison.

DO NOT UTILIZE THE EDIT OR DELETE OPTIONS FOR EXISTING CONVENERS. IF YOU HAVE ANY CHANGES TO THE PRIMARY OR CO-CONVENERS YOU MUST CONTACT AGU STAFF AT ABSTRACTS@AGU.ORG.

Adding People

You may search by First Name and Last Name and/or Email Address (email address is the preferred search option)

Select the role of Chair/Presider or OSPA Liaison

Your search results will return on the subsequent page. If the Session Chair or OSPA Liaison does not have a record in the AGU database, you may select ‘Record not Found’ and add a new record on the next page.

Arrange Oral and Poster Sessions

PLEASE NOTE: ALL ABSTRACTS WILL APPEAR UNDER THE ORIGINAL SESSION WITH THE EXTENSION -01. (ex. AE001-01). YOU WILL NEED TO TRANSFER THE ABSTRACTS TO THE ADDITIONAL SESSIONS THAT YOU HAVE BEEN ALLOCATED.

STEP 4: Click on ‘Arrange’ on the Session Control Panel to access the list of abstracts submitted and arrange the sequence of abstracts.

• Order Within Group: arrange the sequence of abstracts in the session by updating the number in the box

• Accept: select to accept the abstract to the session

• Preliminary Rejection: select if you are recommending the abstract to be transferred to another session within the Section or Focus Group or rejected. You must also relay this decision directly to your Program Committee representative for approval.

• Transfer: select to transfer abstract to an additional oral or poster session you have been allocated

Additional Fields

Oral/Poster Allocation: The designation of an Oral or Poster session will appear after the session title.

Duration/Special Duration: Sessions are defaulted to 15 minutes. You may change the default or update oral presentations individually. Poster sessions do not require durations.

Preferred Format: Indicates if author choose to be assigned to an Oral or Poster or chose Poster Requested.

Invited: If the abstract is Invited, it will display before the abstract title

Scheduling Notes: If there is a scheduling request by the author it will appear immediately below the abstract title. Scheduling requests are not guaranteed.

Click on the abstract title to view all

Arrange Oral and Poster

Sessions Continued

To transfer an abstract to an additional oral or poster session you have been allocated, select the abstracts (you may select multiple abstracts) and scroll down to the bottom of the abstract list. The first drop down menu will be defaulted to ‘No Transfers’, do not change this selection.

From second drop down menu select the additional oral or poster session that you have been allocated to

transfer abstracts. (ex. AE003-01, AE003-02, AE003-03) . DO NOT transfer to a session outside of your allocation. Contact your Program Committee representative if you would like to reject or transfer an abstract to another session within the Section or Focus Group.

Select ‘Update’ to save all selections including sequence order, accept, preliminary rejection, and transfer.

Non-Paper Events

STEP 5: You may add other 'non-paper' events to this session such as welcome or closing remarks. Simply check (or 'un-check') the box in front of any predefined non-paper event. Enter the title of other custom event(s) in the freeform event box(es). To eliminate a custom event, simply erase that title from the freeform event box.

Click the ‘Update’ button to save and either select the ‘Arrange’ view to return to the abstract list or ‘Full Menu Options’ from the

Technical Support

Click on ‘Report a Technical Issue’ on the Control Panel at any time during the scheduling process to report a technical issue or ask for assistance.

You may attach one file when submitting a request for technical support. For example, attaching a screen shot of an error message.

Additional Resources

•

Session/Abstract Submission Search

•

Session Proposal Guidelines

•

Convener Guidelines

•

Abstract Guidelines

•

Fall Meeting Program Committee Representatives

•

AGU Abstract Archives

Thank you for your help in organizing this year’s Fall Meeting!