Annual Meeting Online Submission (AMOS) System Instructions

Registration Fee Waivers for Presenting Authors from Developing Countries:

Developing Country List

• Individuals who are interested in the potential registration fee waiver must complete the Registration Waiver Request Form and submit to HQ as instructed by MARCH 8.
• Preference is given to those abstracts which are accepted for Oral presentations.
• Only the PRESENTING AUTHORS (who reside and work in developing countries per the recognized AAPM list) of Oral presentations are eligible for the first round of the selection process for the registration fee waivers.
• If the number of eligible authors is more than 15, the AAPM International Affairs Committee (IAC) will select one from each region. The remaining awards will be selected by IAC members from the remaining eligible authors by ballot.
• Recipients of the registration fee waivers will be contacted by May 18, 2018.

General Rules and Guidelines

• Proffered Abstracts should be original work not previously presented or submitted to any other conference or published in a journal (work submitted but not accepted for publication, is acceptable), unless specific permission has been granted by the Scientific Program Directors. Presenters of proffered papers at the AAPM Annual Meeting are encouraged to submit their work to Medical Physics for review and possible publication.
• No part of the Abstract, Supporting Document, or Funding Disclosure should contain identifying information such as title, author names, affiliations, institutions, etc. Submissions containing such information may be rejected without review.
• To submit an abstract, you are not required to be a Member of AAPM, unless otherwise indicated for that submission type in the instructions.
• The Abstract is limited to 300 words and should be structured as Purpose, Methods, Results, and Conclusion.
• Submitters may select 1-3 of the presentation modes (Oral, ePoster, Paper Poster) during the abstract submission process. Please note, by not selecting all options, your chances decrease for having your abstract submission included in the meeting.
• The abstract entry field is text only and does not support symbols or equations except those shown in the table. The abstract field cannot contain graphs, figures, tables, images or other multimedia objects. (These can be entered in the Supporting Document.)

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

Policy on Number of Submissions

• An individual can present up to TWO first-authored presentations at the meeting, although the individual's name may appear on more than two Abstracts.
• If a presenter has submitted several Abstracts for presentation as first author, the TWO highest-scoring Abstracts will be selected, and the other(s) will be rejected.

Abstract Review Criteria

The following criteria will be used in determining the abstract score. If a Supporting Document is included, it will be used as additional information in determining the score.

• Clarity
• Quality and rigor of supporting data
• Significance
• Innovation and/or scientific impact
• Timeliness
• Interest to the medical physics community

In addition, abstracts submitted to the Innovation in Medical Physics Education will be judged on the following criteria

• Educational utility
• Extent to which the innovation has been implemented and assessed
• Extent to which the innovation can be implemented or used at a variety of other institutions

Accessing the Submission System

Once you have accessed the System Site (AMOS), in order to access the submission system, you'll be prompted to login using an Abstract Submission Username and Password.

• If you have not submitted an abstract for this meeting, enter your email address and press "submit". Enter your First and Last Name and press "send it!" to have the system email you a temporary Username and Password.
• If you have forgotten your assigned Abstract Submission System Username or Password, enter your email address and press "submit" to have the system email the information.
• Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.

Personal Homepage

What information is available to me on the homepage?

• This page will have your address information, and information on any submissions that you create or that have been submitted on your behalf.
• The type of submission is shown next to the Title.
• The status of each submission is shown (Incomplete or Complete).

What can I do from my homepage?

• You may edit your personal information at any time including your username and password.
• If submission is open, you may create a new submission.
• You may edit any submissions where you are listed as the Corresponding Author.
• For submissions where you are listed as a Presenting or Contributing Author only, you will be able to view, but not edit the submission.

How do I create a new submission?

• Next to the meeting name, there is a link to "CREATE A SUBMISSION", click this link to begin the submission process.
• The steps for submitting an abstract are outlined in the next tab.

Enter the title of the abstract to be submitted.

• Use sentence case when entering title
• To enter superscript text put the following tags around the text to be superscripted: ^text
• To enter subscript text put the following tags around the text to be subscripted: _text

Rules regarding Requested Presentation Mode for Abstracts:

• Submitters can select 1-3 of the presentation modes (Oral, ePoster, Paper Poster) during the abstract submission process, unless otherwise indicated. By not selecting all 3 presentation modes, your chances decrease for having your abstract submission included in the meeting.
• Final presentation mode assignments will be made by the Program Committee.
• Submissions requesting Oral Presentation may be assigned as ANY of the following:
  • Oral Presentation
  • SNAP Oral Presentation
  • Poster Presentation
• Any submission may be rejected based on the reviews by at least 4 referees.
• All accepted abstracts will be published electronically in Medical Physics (submissions to SPS Undergraduate Research & Outreach will not be published in Medical Physics).

PRESENTATION MODES DEFINED:

Oral Presentation

• This category entails a brief 8-minute presentation followed by a 2-minute question/discussion period. NOTE: Single LCD projection will be the ONLY presentation method available.
• Details will be provided in abstract acceptance notification.
• Top-scoring abstracts in each category will be selected for Best in Physics. In addition to an oral presentation, these abstracts will be highlighted in an electronic poster discussion session.

SNAP Oral Presentation

• SNAP oral sessions will consist of a brief oral presentation (5 minutes) in a moderated session with separate time allowed for discussion and Q/A.
• Sessions will have moderators in a manner similar to standard oral sessions.

Poster Presentation

• Posters must be displayed during the entire poster viewing time. General Posters should be hung no later than Sunday July 29 at 3:00 pm (in time for the General Posters Discussion Session) and should be removed no earlier than Wednesday August 1 at 12:15 pm (at the designated Tear-Down time).
• General Posters: The standard format for abstracts selected for General Posters is 4' x 4' hardcopy poster (3.83' x 3.83' usable surface) displayed in the Exhibit Hall. Pushpins will be provided.
• Electronic Campus Posters: Some high-scoring abstracts selected for Poster Presentation will be presented in electronic form in designated Electronic Poster Lounges.
• General ePosters: This is an alternative to the hardcopy general poster to allow the authors to present their general poster electronically at a large screen display dedicated to only their poster during a specifically assigned 30-minute time slot.

NOTE: The individual names of contributing authors MUST appear on all posted presentations.

Select a primary category and subcategory that best describes your work. This taxonomy will help to assign the appropriate reviewers and session assignment if your abstract is accepted.

Select up to 3 keywords to describe your work.

On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

• Select the link to 'add an Author' and search for an individual's last name.
• A list of potential authors will be generated if the 'last name' is in the system. Select the correct contributing author(s) for the submission.
• Identify each author as 'Presenting Author' or 'Author.' Also identify the 'Senior Author.' (Note that the Senior Author can be the Presenting Author or any other Author.)
• Continue the process until all contributing authors have been added.
• Each submission is allowed only ONE Presenting Author.
• Each submission is allowed only ONE Senior Author.
• Corresponding Authors are NOT automatically added to the submission as a contributing author. If the Corresponding Author is a contributing author, you MUST add the individual at this point.

If a Contributing Author is NOT Currently in the System:

• Once you have searched for the last name and it does not appear on the generated author list, select 'Click Here to Add a New Author' and proceed through the process of creating a new record for the individual.
• By entering a unique email, each author will have access to the abstract submission content, but ONLY the corresponding author may edit the content.
• Use proper capitalization when entering a new author.
• Check your entry as you go as the system does not correct spelling or grammar.

Helpful Hints:

• Add your 'presenting author' first. You can later use the arrow buttons at left of names to change order, once all authors have been added.
• Finally, arrange the author names in the order they are to appear when published in the "Program By-Line" and "Calendar of Events By-Line." ANY AND ALL CONTRIBUTING AUTHORS MUST BE ADDED IN THIS SECTION OF THE PROCESS IN ORDER TO GENERATE THE CORRECT 'BY-LINES'. (see Step 8).

Back on the Submission Status Page:

• The system will have generated a list of contributing authors added to your submission.
• If any contributing author's names are missing, go back and add the individuals.
• If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
• The presenting author's name will be denoted with an asterisk.
• Any time you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Steps 7 and 8 so it is IMPORTANT you review the content with each change made.

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.

What the System Generates:

• For a single author, the system will list author's name (first initial, last name), institution, city, and state.
• If multiple authors have been entered, the system will list ALL author names (first initials, last names) in the order of entry, followed by the first author's institution, city, and state, then the second author's institution, city, and state, etc.

To Edit the By-Line:

Changes to By-Line:

• Anytime you make changes to the Author List, the system will require that the By-Line be reviewed again. The system will display the former By-Line, before changes were made.
• If you want to system to regenerate the By-Line with the new authors/changes, (1) clear out the text field, (2) press the Update By-Line Button, (3) Edit the text field (if needed), (4) then click the Update By-Line Button again to submit changes.
• The 'Program By-Line' is EXACTLY what will be published in Medical Physics with the Abstract:
  
  
  

The corresponding author must indicate if the submission is to be considered for the Science Council Session.

• If YES, the submission subject category MUST be: Joint Imaging/Therapy: Science Council Session on Advances in Imaging Technology

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 said abstract."

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 been appropriately credited for their contributions to this presentation. 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.

I agree that AAPM is not responsible for the content of my presentation, abstract, or any representations made by me regarding the contents of the presentation or abstract, and that AAPM is not responsible for any representations or omissions made by me on my submitted abstract or during the course of my presentation."

The corresponding author must indicate whether or not permission was obtained in the following "Distribution of Abstract and Presented Materials Agreement" statement button in the submission process:

"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.

BY SELECTING YES, I verify that I have obtained permission from each author listed on my abstract (submitted presentation) 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. I certify that I am not receiving a financial benefit for this presentation and that I have fully and accurately credited each author and writing that was consulted or used in the creation of my presentation.

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).

BY SELECTING NO, I verify that I did not obtain permission from each author listed on my abstract (submitted presentation) and that my use of each listed author’s material constitutes a “fair use” of the material for nonprofit educational purposes, 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. I certify that I am not receiving a financial benefit for this presentation and that I have fully and accurately credited each author and writing that was consulted or used in the creation of my presentation."

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:

• First Name
• Last Name
• Phone
• E-mail
• Street Address
• City/State/Zip
• Country

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 Supporting Document.

You will be given the opportunity to withdraw the submission at this point.

If you choose 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 - 17 have been completed, the system will allow you to advance to the next screen to upload your Supporting Document.

Note: The Supporting Document should include a statement of Innovation/Impact to help identify the most exciting and interesting submissions.

• A Supporting Document is STRONGLY ENCOURAGED, but optional, for regular submissions and is limited to 1 page - using 11-point Arial Font and 0.5" margins. The Supporting Document should be limited to a small number of clear figures and/or equations with self-explanatory captions.
• A Supporting Document is REQUIRED for the following submission types and limited to 2 pages:
  • Young Investigator Competition
  • Junior Investigator Competition
  • Science Council Session
  • Innovation in Medical Physics Education
  • Similar to the above instructions, the Supporting Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Supporting Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
• Preferred format is illustrated in the Sample Supporting Document
• The Supporting Document must be submitted as a PDF format file.
• The Supporting Document should include the title and should be limited to a few equations and/or a small number of figures or tables with self-explanatory captions. A small number of references may also be included.
• Do NOT list authors in the Supporting Document. In support of our blind review policy, there is to be no author information in the Supporting Document nor any information identifying the authors or affiliation.
• The Supporting Document must be uploaded to our server by clicking the "Upload Supporting Document" icon that will appear on your status page once you have provided all the required information.

This shows the status of the documents.

• By looking at this, the author should be able to see if the system has received the Supporting Document.
• If the information was received without any problems, there will be a link to the Adobe Acrobat PDF file that was created.
• Click on the "View Supporting Doc" button to view the document.
• Proofread carefully to ensure there were no errors introduced in file conversion.

NOTE: If you previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Supporting Doc" button. This will 1) notify the system that the document 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.

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.