Welcome to a tutorial on the. for the 2015 Fall Meeting.

Transcription

1 Welcome to a tutorial on the Town Hall submission process for the 2015 Fall Meeting. Please take a few moments to review this tutorial and become oriented with the 2015 process.

2 Town Hall Requirements Town Hall meetings offer an opportunity for government agencies, academic programs, special projects, and other focused interest groups to gather input from the broader AGU Community. Town Halls open to all meeting participants to attend. All Town Hall proposals must be submitted through the online system. There is no fee for proposing a Town Hall. The deadline for all proposals is 5 August :59 EDT/03:59 +1 GMT. The Fall Meeting Program Committee will review and assess the proposals and set the final schedule for all approved Town Halls. Notifications to accepted and scheduled Town Halls will be sent in early October. Town Hall Requirements: The description should be no more than 100 words, including target audience and goals. If accepted, the description will be published, and may be edited. The submitter must be an AGU member. Town Hall proposals must include a Primary Contact for the meeting, including name and affiliation. You may also submit the proposed presenters, if applicable. All Town Hall participants must register to attend the Fall Meeting. Single day passes are available for participants who plan to attend one day only. Submissions may also include Section/Focus Group endorsements, if applicable. You may solicit these endorsements from the appropriate Program Committee member(s). 2

3 Accessing the Town Hall Submission Site Access the 2015 Fall Meeting abstract submission site and guidelines on the homepage of the website: Click on the Program & Events tab on the Fall Meeting homepage and then choose Town Halls Please note that you must be an AGU member to access the Town Hall submission site. If you are not a current member or if your AGU membership has lapsed, click the Join AGU button and you will be directed to the AGU member join/renew page. Once you have completed your membership (see page 23), you will have the option to access the Abstract Submission site.

4 Accessing the Town Hall Submission Site Click on submission site to log into the Abstract and Town Hall submission site. 4

5 Fall Meeting Session Search Use the Fall Meeting Session and Abstract Viewer to begin your Town Hall submission. Choose Search Sections and Focus Groups to submit a Town Hall proposal. 5

6 Search and Select Town Hall To begin a Town Hall submission, select Town Hall from the bottom of the list. 6

7 Search and Select Session Select Submit to a Town Hall Session to submit a proposal. 7

8 Abstract Submission Login Once you reach this login page from the Fall Meeting website, enter the address and password associated with your AGU member account. If you have forgotten your password, click the link to reset your password. 8

9 Town Hall Control Panel The Town Hall Control Panel appears on the left side of each step in the submission process. Please utilize the control panel to: Locate your Session ID # Confirm that you have submitted to the Town Hall group Ensure that each step is completed; a checkmark will appear when all requirements for a step have been met Sign out View your complete Town Hall submission View Full Menu Option items to include additional abstracts submitted (see following page) Withdraw your submission Access the Abstract/Session Viewer Report any technical issues 9

10 View Full Menu Options Please utilize the User Portal on the Control Panel to access this page to: View any Town Hall submissions (partially completed and/or submitted will appear under the Roles in Meeting tab) Submit an abstract, if eligible Request technical support Please note: Upon return login, you will be redirected to this page if you are returning to a partially completed Town Hall submission or have already submitted a Town Hall. 10

11 Town Hall Details The Town Hall title is limited to 300 characters, including punctuation. The title MUST be entered in initial upper case, for example: Mark the Dates of the Fall Meeting on Your Calendar The session description is limited to 300 words and should include the target audience and goals. NOTE: If accepted, the description will be edited to conform to AGU style and format and published. You must make any edits prior to the submission deadline on 5 August 2014 at 11:59 P.M. EDT. Cross-Listing: Select up to four co-sponsors. Click SAVE to proceed to the next step in the submission process. 11

12 Primary Contact The AGU member submitting the Town Hall will automatically be listed as the Primary Contact. The Primary Contact cannot be changed. Click on Add Individual to search for and enter Presenters. Click on Add Title of Team to add a Scientific Team. Click on the Edit icon to: Add a secondary affiliation 12

13 Primary Contact Affiliation The Primary Affiliation checked is linked to your AGU membership record. The Primary Affiliation cannot be changed in the abstract submission site. Log into your AGU account to change your Primary Affiliation. You may add a secondary affiliation for the primary contact by clicking Check box to add a different affiliation. When entering a secondary affiliation, the Search for organization field will auto populate from a list of organizations. Click SAVE AND CONTINUE to proceed to the next step in the submission process. 13

14 Search for Presenters To add a Presenter to the Town Hall submission, you may search by First Name, Last Name and/or Address. Search results will return on a subsequent page. If the Presenter does not have a record in the AGU database, you may add a new record on the subsequent page. 14

15 Add Presenters If the Presenter is found in the search, choose the appropriate record. Choose Select to proceed with adding them to the proposal. Choose Select and Edit if an additional affiliation, other than what is displayed, needs to be added to the Presenter s record. Choose Not Found Add New Record if the Presenter does not have an existing record in the AGU member database. Please ensure you have spelled the name correctly before adding a new record. To perform an additional search, click on the Presenter step on the Control panel to return to the search option. Search by variations of the name, for example, Bob may have a record under the full name Robert. 15

16 Add Presenters When adding a Presenter record that is not found by the search option, enter the required information, including first and last name, affiliation and address. Do not enter a period after initials. Click "Save" after entering each author. Click SAVE AND CONTINUE to proceed to the next step in the submission process. If an existing AGU record is found for the Presenter, you may add a secondary affiliation for the Presenter by clicking Check box to add a different affiliation. 16

17 Add Presenter s Affiliation When entering a secondary affiliation, the Search for organization field will auto populate from a list of organizations. Select the correct affiliation. Click SAVE AND CONTINUE to proceed to the next step in the submission process. 17

18 Ordering Presenters Confirm the order of Presenters; change the order by hovering over the role and dragging and dropping into position. You cannot change the Primary Contact. Please click on Proof & Submit to continue to the next step. 18

19 Proof and Submit Your Town Hall Review and proof your Town Hall title, description, and added Presenters to ensure your submission is what you intended. You may click on any of the steps on the Town Hall Control Panel on the left to make any necessary changes to that step. Accepted Town Hall proposals will be published as submitted. Submissions will not be edited after the submission deadline. If your Town Hall submission is complete, click on the Submit button. NOTE: You may return to the submission at any time until the deadline of 5 August 2015 by 11:59 P.M. EDT to edit your abstract. 19

20 Confirmation Page This page indicates that you have completed your Town Hall submission and an confirmation will be sent to you. If you do not receive an confirmation, please contact to ensure your abstract was submitted. This confirmation does not guarantee that your Town Hall was accepted and only confirms that your proposal was submitted for consideration by the Program Committee. Once the proposal is submitted, you may review, edit or withdraw your submission until the deadline of 6 August 2014 by 11:59 P.M. EDT. Once submitted, your Town Hall proposal will need to be withdrawn if you no longer wish to have it considered by the Program Committee. You may access your submission to make any edits or submit an abstract by clicking here. 20

21 Technical Support Click on Report a Technical Issue on the Control Panel at any time during the 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. 21

22 Withdrawing Town Hall Proposal To withdraw a submitted Town Hall, click on the Withdraw link on the Control Panel anytime prior to 11:59 P.M. EDT on 5 August 2014 deadline. Provide a reason for withdrawing the Town Hall in the comments box. Click on the button: Click to withdraw the Town Hall 22

23 Update Your Contact Information AGU Member Dashboard Primary contact information must be edited in your AGU membership record. Presenters will be unable to update primary affiliation in the abstract submission site. If you have an update to your primary contact information, log in to the AGU membership website. Once you update the information in your AGU membership record, your information in the submission site will also be updated the next time you log in. This is the membership type and expiration date. Click on Submit an Abstract to log-in to the abstract/tow n Hall submission site. Scroll down to edit primary affiliation and contact information (see next page). 23

24 Updating AGU Membership Records To update your contact information, log into the AGU membership website. On the My AGU page, scroll down to My Information and click on the arrow next to the item you wish to update. Edit address here. Edit address here. Edit primary affiliation here. Edit phone number here. 24

25 Questions? Technical Support: If you have a question about the submission site or experience a technical issue when submitting your Town Hall proposal, request technical support at on Monday through Friday between 8:30 AM and 6:00 PM, US Eastern Standard Time (GMT -05:00) or agu@confex.com. You may also submit a technical issue by completing the request form within the submission site. Scientific Program: If you have a question on AGU s scientific program polices or general procedures, contact the AGU Scientific Program Management Team at abstracts@agu.org. AGU Membership: If you have a question on your membership status or need assistance with you AGU membership account, contact the AGU Membership Services Team at service@agu.org or call (tollfree in North America) or