Virtual Paper Submission Guidelines

Please read the below guidelines carefully before submitting an abstract as significant changes have been made. 

Submission Site

The SciX Paper Submission Site is a user-friendly submission portal with easy to view tasks and navigation to simplify your submission process.

NEW! Submission Types

We are only allowing ONE SUBMISSION PER PRESENTER.

Mini Oral with Poster – For the SciX 2020 virtual meeting, submitting for a poster includes agreeing to pre-record a 5 min audio clip to accompany your poster image. You will receive recording instructions when you receive notice of your acceptance status, and the deadline will be in mid-September. 

Instructions for already submitted papers

• Converting to a ‘Mini Oral with Poster’

If you previously submitted an abstract as Oral, Oral or Poster, or Poster, and want to convert your abstract to a Mini Oral with Poster, please carefully follow the steps below.

1. Register – *see below for more information
2. Log In to the abstract site
3. Click the submission you wish to change
4. Click the Edit “Title” link above the task list
5. Select Active under ‘Paper Submission Status'
6. Click the Update Paper Submission button
7. Complete the Registration ID Task
8. Click Save Abstract, then Submit
9. When reviewing your abstract, the Submission Type should be: Mini Oral with Poster; and the Status should be: Complete

• Withdrawing Original Submission

If you previously submitted an abstract as Oral, Oral or Poster, or Poster, and DO NOT want to be considered for SciX 2020, please see below. 

1. Log In
2. Click the submission you wish to change
3. Click the Edit “Title” Link above the task list 
4. Change ‘Paper Submission Status' to Withdraw

Instructions for NEW Submissions

1. Click the link to submit an abstract
2. Create an account under ‘New Users’
3. Create your profile
4. Once set up, click on the “click here to begin a new paper submission” button.
5. Type in your paper title and click Submit.
6. Complete the rest of the tasks.
7. Save Abstract, then Submit

REGISTRATION REQUIRED

To submit a Mini Oral with Poster, you will need to be registered first. Registration is open now, click here to register first. 

*For ALREADY SUBMITTED ABSTRACTS (not withdrawing): You still need to log in and complete the registration task by August 12. If you are not registered by that date, your submission will be withdrawn.

Abstract Style

• Remember that your abstract will be published exactly as you submit it. Please check submissions carefully for typographical errors, author listing, misspellings, poor hyphenation, etc.
• Each submission will ask for fifteen words or less to explain the significance of the contribution. This sentence will be included in the abstract as the “Novel Aspect”.
• You will be asked to choose an Application and a Method that matches the topic of your abstract. Please choose an Application in the first box and a Method in the second box. If your abstract does not fall under a specific application or a specific method, please select Application: N/A or Method: N/A in the appropriate fields.
• The max amount of words allowed for each submission is 350.

Authors and Author List

The Submitter will automatically be listed as the Presenting Author. This can be edited within your profile as needed.   

Author Order:

1. The Presenting Author should be the FIRST name in the list. (this will default to the Submitter, but can be edited later)
2. Non-Presenting Authors should be listed next.
3. The Corresponding Author should be listed LAST. (unless this is the presenting author then do not repeat the name)

*If Presenting author and corresponding author are the same person, please only list ONCE as the Presenting Author. Authors will be listed in the order submitted.

Proper Author Profile Details:

When completing an author profile be sure to keep affiliation names consistent as the system does not detect authors from the same organization automatically. The system will not know that UCLA and University of California, Los Angeles are the same and will display them separately in the author/affiliation list.

Submit Final Abstract

When you have completed all the tasks, and are sure that your submission is complete and in final form, perform the following two steps:

1) click the Save Abstract button.

2) click on the SUBMIT button.

If you do not click the ‘Submit’ button your abstract will remain incomplete.

Receipt Confirmation

After you submit your abstract, you will receive an email confirmation within one business day of submitting your abstract. If you do not receive an email confirmation within 24 hours, email gpozielli@scixconference.org.  Within the email text, please include your Paper Submission ID number and title (found by clicking “Preview Paper Submission” on the Home Page). Please remember to check your junk mail / spam folder first.

Paper Submission Status

A helpful tip to check that your abstract was submitted successfully is to look at the "Paper Submission Status" under the title

• INCOMPLETE or ACTIVE means it is incomplete and will be marked as withdrawn. To complete it, make sure all the tasks show a green check mark and click ‘Save Abstract’ then “Submit”
• COMPLETED means the submission is complete and successfully submitted.
• WITHDRAWN means it is withdrawn and will not be reviewed.

Edits/Changes

Submitted abstracts may be edited until the SciX Submission deadline occurs, August 26. Corrections and/or changes will not be accepted after these respective dates. To make changes to your abstract(s), log in to the SciX Paper Submission Site with your credentials.

Withdraw Request

To withdraw your abstract prior to the submission deadline, log in to the SciX Paper Submission Site with your credentials. Access the submission you wish to withdraw, click on the title of your submission, and change the 'Submission Status' to Withdrawn. To withdraw after the submission deadline, please email the FACSS Office at gpozielli@scixconference.org with your Paper Submission ID and title.

Abstract Reviews

Abstracts are reviewed after the August 26 deadline. Please allow time for this review process before you ask about your abstract submission. Final notifications will be sent in September. 

Publications

An abstract book will also be provided on the SciX Conference website.  This will be posted closer to the conference for attendees and non-attendees to view before the conference begins.

Consideration for Student Awards

During the paper submission process, students will have the opportunity to request to be considered for two Awards. You will also have the option to opt out.

The SAS Student Poster Award 

The AES Blue Fingers Student Award

• The AES Student Award recognizes the most outstanding student paper submitted for the AES Annual Conference by a graduate student
• The award recipient needs to be an AES member will receive financial support ($100) to attend the AES Annual Conference
• AES will conduct judging and select a winner prior to the Oct 13-15 days of the conference
• After submitting, an application along with other required documents need to be sent to https://bit.ly/2XltLzF by September 10, 2020. Click here for the application

QUESTIONS?

Please contact us at scix@scixconference.org