2005 ESA Annual Meeting and Exhibition

Fort Lauderdale, Florida, USA

Instructions for Using ESA’s Online Submission Program

 

 

Purpose: Submit Contributed 10-Minute Papers or Posters and
10-Minute Papers or Posters for the Student Competition
for the President’s Prize
When: May 10 to June 16, 2005
Submission Deadline: 11:59 p.m., EDT, June 16, 2005

Eligibility Requirements:

All ESA members and non-members may give one invited (symposium) and one contributed (10-minute paper or poster) presentation at the Annual Meeting.

Individuals may be co-authors of any number of contributed papers or poster presentations.

All presenters must be registered for the Annual Meeting to participate.

General Recommendations:

Each screen has two parts:

  1. A Submission Control Panel on the left, and

  2. The active, larger screen on the right for inputting information.

Read each screen completely before moving to the next screen.

As you move from screen to screen, occasionally a screen will “flash” and disappear. Don’t be concerned—what disappeared was either instructions (you can always get back to them) or a confirmation screen. You will have plenty of opportunities to confirm the information throughout the process.

Make note of your submission’s ID number and password. All edits and revisions must be complete by June 16.

If you make an error or omission after you’ve moved on to the next screen, do not use the Internet browser back button. You will become lost in the system. Instead, select “How to Submit, Modify, or Withdraw a Submission from the navigation bar on the left, and use your Internet browser back button to return to your session screen.

click “Refresh.” This will take you to the beginning, and you will lose the data you have entered.

After you have finished entering the information, you will receive an e-mail confirmation. If you receive more than one confirmation for the same submission, you’ve duplicated the submission, and need to delete one of the submissions.

For assistance or to report technical problems, contact Confex at esa@confex.com or call 1-401-334-0220.

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INSTRUCTIONS:

The following are step-by-step instructions to lead you through the submission process. Keep these instructions handy.

Session Selection:At the bottom of the first screen, click on one of the following:

Read the sample abstract also on that page. If you have already submitted a paper and need to access it again, log in at the bottom of that page (below the sample abstract).

  1. Section Selection:
    The second screen allows you to select the section in which you want your 10-minute paper or poster to be placed. Click the appropriate section, and “Submit Session Selection” at the bottom of the page.

    Note: Your ID number and password are assigned automatically and may be found at the top of the page (at the left). Write these down. They will also be e-mailed to you as part of your confirmation.

    Enter the title of your submission. Follow the instructions on the screen to insert special characters.

  2. Species:
    • Enter as many as three species, including order, family, genus, species, and up to two common names (use ESA-approved common names if available). If you enter less than one species, enter N/A into all remaining fields.
    • Enter at least one keyword (this is required), but not more than two. Do not use words from your presentation title or list your species again. A keyword can be more than one word, e.g., Biological control, Insect pests of vegetable crops. (Check last year’s program if you need ideas)

  3. Submit information:
    Click “Submit.” If you did not enter all of the information, check the pink box on the screen which will list any missing information. Make any neededcorrections and click “Submit.”

  4. Add a Person:
    Enter the first author’s last name. If you are entering the Student Competition, the first listed author should be the student.

    • Search database:
      Click “Search for this Person.” If the person’s name is in the database*, the next screen (“Author Information”) will provide instructions that will save a few steps. If there is a match, click on the circle next to the match, indicate whether the author is presenting, and click on the bar at the bottom of the pink box. If information is still necessary, follow the instructions in the pink box at the top of page. Then click “Submit Information.”

      * The database is built as information is entered into the system. It is not the ESA membership database.

    • No database entry:
      If there is no match in the database for the name of the author you have entered, enter all of the information in the screen (“Author Information”). Click “Submit Information” after you have entered the required information.

    Additional Notes:

    The author number at the top of the screen indicates the order in which all authors are listed.

    To edit Authors, click on the author’s name in the Submission Control Panel. Use this screen to edit.

    To enter many authors from the same institution, click on the “Authors from the Same Institution” box, and enter as many authors as needed.

    E-mail addresses will appear in the program book this year. Please be sure the e-mail addresses you enter are current.

    The street addresses, telephone numbers, and fax numbers you enter for the authors will NOT appear in the program. However, the information is very important, so you must enter it. ESA will create a database of this information for members interested in contacting authors. This information also will be used to return Student Competition judging forms.

  5. Author Information Received:
    Follow the instructions at the top of the confirmation screen to edit or enter the text of your submission. To add more authors, click “Add Another Author” or “Add Authors from same Institution.” If you do not need to add authors and if the information on the screen is correct, click “Submit Text.”

  6. Submission Screen with Abstract Prompt:
    You will be prompted, “There are two methods available to submit your submission.” This screen allows you to add an abstract for a presentation. ESA does not require abstracts; they are optional but encouraged. Students entering the Student Competition are judged on their abstracts, however. If students do not submit an abstract, they receive a “0” in this category. Student abstracts receive points by the judges based on their quality. • No abstract—If you will not be submitting text, make certain “No” appears in the window for #3. Click “Continue.” (Go to step 8 of instructions.) • Yes, abstract—Go to step 7 of instructions.

  7. Abstract Submission:
    If you enter text for an abstract, follow the instructions for (1) "Images", (2) "Type or paste text", and (3) "Will you be submitting text?” If text is to be added, read the instructions on the screen and enter the text. Scroll to the bottom of the page and click “Submit Text.”

  8. Confirmation Screen:
    A confirmation screen will appear. Edit again if needed. You’ll want to print this screen because it contains information for your files. If there is no need to edit, click “Conclude submission and close this browser window.” Your paper or poster has been submitted to the online submission program. When you have entered all information for your paper or poster, you can close the windows.

  9. Confirmation message:
    You and each of your co-authors will receive a confirmation of your submission within a few minutes of hitting the “Conclude Submission” button. If you do not receive a confirmation by e-mail, your submission has not been received by ESA.

  10. Revisions to Submission:
    If you need to revise your submission information, use your ID number and password to re-enter the system until 11:59 p.m., EDT, June 16. You will not be able to access the system after the deadline.

    Click here to enter the online submission site.