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					AIAA Technical Papers On-Line Support


Frequently Asked Questions for Authors
AIAA is the premiere place for aerospace industry’s conferences and events. Presentation of research results and
conferring about cutting-edge developments from engineering and science to management and policy is a priority among
our members and nonmembers. For those interested in sharing their knowledge with other leaders, we provide answers to
help you get started.


Q. How do I submit my abstract?

Q. Can I submit more than one abstract for the same paper?

Q. In what format should I write my abstract?

Q. How can I verify that my abstract uploaded?

Q. How can I verify that my conference submission is complete?

Q. I received an email indicating that my submission is still in draft, but I thought I had completed it. What do I do?

Q. I completed my submission, but need to modify it. How do I do that?

Q. I submitted my abstract to the wrong category/topic; can I change that?

Q. I just want to get a submission completed before the deadline and will update my author information and other details
later. Is that possible?

Q. I know the submission deadline day, but at what time does the submission site close?

Q. The deadline has passed to submit an abstract; can I still submit it to the conference?

Q. The submission deadline has passed, but I need to change my author list. How do I do that?

Q. The submission deadline has passed, but I need to change the title of my paper. How do I do that?

Q. When will I receive notification whether my abstract is accepted or rejected?

Q. What is my control ID number?

Q. I lost my control ID#. How can I retrieve it?

Q. My e-mail address has changed since I submitted my abstract to a conference. How can I make sure it gets updated
so I receive notification of the status of my submission?

Q. My e-mail address has changed since received my invitation to upload my manuscript to the conference
ManuscriptCentral site. How can I change it?

Q. I have an accepted paper, but am unclear about how to upload my manuscript.

Q. I can’t find my email with the link for uploading my manuscript. What do I do?

Q. In what format should I write my manuscript?

Q. Where can I find the copyright form and related information?

Q. My paper has been published in an AIAA journal. Can I still present it at a conference?

Q. When will I get my paper number?

Q. I’ve got my manuscript ready to upload, but will need to make a few revisions later. How do I do this?
Q. May I make revisions to the paper that I presented at a conference?

Q. I uploaded a paper but I don’t see it in the online proceedings—how do I correct this?

Q. How do I withdraw my submission?
Q. How do I submit my abstract?

A. You must be logged in at www.aiaa.org before you can submit. If you already have a record with AIAA, login with the
boxes on the left of the conference Web page. If you need to create a record, use the boxes in the middle of the
conference Web page to do so. After logging in, click “Begin a New Submission or View a Previous Submission” from the
middle of the conference Web page. This will bring you into the conference submission site. Once in the site, click the
Submission tab.

Q. Can I submit more than one abstract for the same paper?

A. No. Please refer to the Call for Papers, located under the Promotional Materials link on this Web page.

Q. In what format should I write my abstract?

A. Abstracts should be written according to the guidelines listed in the conference’s Call for Papers. You can view or
download this document from the “Promotional Materials” link on this conference’s Web page.

Q. How can I verify that my abstract uploaded?

A. You can verify that your abstract uploaded by going to the submission site for your conference and clicking the
Submission tab. The table showing your submission data contains a column titled “View Proof.” Clicking the button under
this column will bring up a popup box which provides a link to the abstract you uploaded.

Q. How can I verify that my conference submission is complete?

A. Upon completion of your submission, you should receive an automatic email from ScholarOne confirming that you
have completed your submission. Additionally, you may re-access the ScholarOne submission site for your conference
and see whether or not a submission is in draft or submitted. To do so, re-access the submission site for your conference
from the conference Web page, click the Submission tab and then click View Submissions.

Q. I received an email indicating that my submission is still in draft, but I thought I had completed it. What do I do?

A. Please re-access the submission site from your conference Web page, click the Submission tab, and then choose
View Submissions. All submissions that are complete will be listed in a table titled Submissions. Any submission still in
draft will be in the table titled Drafts. To finalize draft submissions, click the edit button to return to the submission and
complete any missing information. Be sure to click the Submit button at Step 7.

Q. I completed my submission, but need to modify it. How do I do that?

A. You can make modifications to your submission until the submission site closes. To do so, re-access the submission
site through the conference Web page, click the Submission tab, click Return to Draft for the submission you wish to
modify. After making all necessary changes, you must be sure to return to Step 7 and click the Submit button to ensure
that your submission is re-submitted. Once the submission site closes, you cannot make any more changes to your
submission.

Q. I submitted my abstract to the wrong category/topic; can I change that?

A. Prior to the submission deadline, you may revise your submission topic. Access the ScholarOne submission site for
the conference, click the Submission tab and then click “View Submissions” from the vertical menu on the left. In the table
showing your submission details click “Return to Draft”. Next click “Step 2: presentation type/category. Make the
necessary changes and click “Save & Continue.” Click “Step 7: proof & submit” and click the “Submit” button. Failure to
re-submit will leave your submission in draft which will prevent its being considered for the conference.

Q. I just want to get a submission completed before the deadline and will update my author information and other details
later. Is that possible?

A. No. Once the submission deadline has passed, you will no longer have access to your submission. Please gather all
your information—authors, affiliations, abstract, title—and enter it before the deadline.


Q. I know the submission deadline day, but at what time does the submission site close?
A. Submission deadlines are at 11:59pm eastern time (U.S. East Coast). The submission site will close down at that time
even if you are in the middle of your submission so please plan accordingly.

Q. The deadline has passed to submit an abstract; can I still submit it to the conference?

A. If the abstract deadline has passed, you must contact an organizer listed in the Call for Papers (available under the
Promotional Materials link on the conference page) for the particular conference to inquire about a late submission, which
is at the discretion of the organizer.

Q. The submission deadline has passed, but I need to change my author list. How do I do that?

A. You cannot edit your author list after the submission deadline. You can, and should, list all your authors on your
completed manuscript so they will be recognized as authors of the paper.

Q. The submission deadline has passed, but I need to change the title of my paper. How do I do that?

A. Authors of accepted papers will be able to modify the title of their papers at the manuscript upload site provided they
do so by the advertised date. After that date, no changes can be made to the program.

Q. When will I receive notification whether my abstract is accepted or rejected?

A. Official notification dates are listed in the Call for Papers.

Q. What is my control ID number?

A. Your control ID# is the unique identifier of your conference paper submission. Please include it, as well as the name of
your conference, in all correspondence concerning your submission.

Q. I lost my control ID#. How can I retrieve it?

A. Login to your conference Web page and re-access the submission site. Click the Submission tab and View
Submissions. Your control ID# will be listed there.

Q. My e-mail address has changed since I submitted my abstract to a conference. How can I make sure it gets updated
so I receive notification of the status of my submission?

A. To update your e-mail address, login to www.aiaa.org using your formal e-mail address (it is only a username so it
does not matter that it may no longer be an active e-mail) and update it there. IMPORTANT: After you have completed
this update with AIAA, you must access the ScholarOne submission site, even if the deadline has passed and the
system closed. When you access the site, even just the Welcome page, ScholarOne will automatically update your e-mail
information. To access the submission site after it has closed for submission, click Author/Organizer Submission Site
Access from your conference Web page, and then Access Submission Site. If you have received your invitation to upload
an accepted paper to your conference ManuscriptCentral site, please see the question and answer directly below.

Q. My e-mail address has changed since I received my invitation to upload my manuscript to the conference
ManuscriptCentral site. How can I change it?

A. Once you login at the ManuscriptCentral site, you can edit your personal information with links on the site. If you no
longer have your link to the ManuscriptCentral site and can still receive e-mail from your former e-mail address, go to your
conference Web page, and click Author Resources from the vertical menu on the right. Use the link provided there to
access the ManuscriptCentral site, provide your former e-mail address and a new link will be sent to you. Once you have
accessed the site, you may edit your e-mail address. If you no longer can receive e-mail from your old e-mail address,
please contact ts.mcsupport@thomson.com for assistance. Be sure to include the name of the conference.


Q. I have an accepted paper, but am unclear about how to upload my manuscript.

A. All manuscripts will be uploaded at a conference ManuscriptCentral Web site. You will receive an email with a link
inviting you to upload your manuscript a few weeks after receipt of your acceptance email.

Q. I can’t find my email with the link for uploading my manuscript. What do I do?
A. There is a help link for manuscript upload assistance on the conference Web page under Author Resources.

Q. In what format should I write my manuscript?

A. For manuscript format, download the appropriate template, available under the Author Resources link of the
conference Web page. The template is available in Microsoft Word and LaTeX. Sample files are also available for those
authors who prefer to use LaTeX. Regardless of which program you use to prepare your manuscript, the formatting
requirements are identical. Please follow the specific formatting instructions in the template.

Q. Where can I find the copyright form and related information?

A. You can find the copyright form under the Author Resources link on your conference Web page in the Author Kit, as
well as in a stand-alone document. Please note that the copyright form exists in electronic format within the
ManuscriptCentral site and that it must be filled out before you complete your manuscript upload. The electronic copyright
form is the only one you are required to submit.

Q. My paper has been published in an AIAA journal. Can I still present it at a conference?

A. An author may present his or her paper at an AIAA conference if it already has been published in an AIAA journal. Note
that if the author assigned copyright to AIAA for journal publication, then he or she cannot assign it elsewhere for the
conference paper.

Q. When will I get my paper number?

A. Papers numbers will be assigned immediately prior to the conference.

Q. I’ve got my manuscript ready to upload, but will need to make a few revisions later. How do I do this?

A. You cannot upload manuscript revisions at will. Once you upload your paper to the ManuscriptCentral site, you will no
longer have access to the Web site. Before uploading your paper, please check it over very carefully to ensure that all is
in order, e.g. all authors are listed, equations are properly formatted, etc. For permission to upload a revision, contact
Paper_Tech_Support. Include your conference name and control ID# in all correspondence.

Q. May I make revisions to the paper that I presented at a conference?

A. Once you have uploaded your paper to ManuscriptCentral, you cannot get back in to replace it, so please check your
paper very carefully before uploading it. In the event that you do find an error please contact Paper Tech Support no later
than 2 business days after the close of the conference. Include your conference name and control ID# in all
correspondence.

Q. I uploaded a paper but I don’t see it in the online proceedings—how do I correct this?

A. If a manuscript is not in the Proceedings, please wait 24 hours after submitting your manuscript and check again. If it is
still not present, then contact Paper Tech Support and provide your control ID#, paper title, conference name and contact
author’s name.

Q. How do I withdraw my submission?

A. Please send an e-mail to withdraw@aiaa.org and include the name of your conference and the control ID# that needs
to be withdrawn.

				
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posted:10/20/2011
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