Instructions for Using ESA’s Online Submission Program

Purpose:	Submit Contributed Ten-Minute Papers or Posters and
	Ten-Minute Papers or Posters for the Student Competition
	for the President’s Prize
When:	June 13 to July 20, 2007
Submission Deadline:	11:59 p.m., Eastern, July 20, 2007

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:

A Submission Control Panel on the left, and
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 July 20.

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.

DO NOT 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 between 8:30 am and 6 pm Eastern. (If you need assistance after-hours, please use email.)

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INSTRUCTIONS:

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

Step 1. Select Session: On the “Gateway to Contributed Submissions” screen, read the Deadlines, Eligibility Requirements, Instructions for Submitting, and Sample Abstract. At the bottom of that screen, click on one of the following:

Ten-Minute Papers for the Student Competition
Other Ten-Minute Papers
Posters for the Student Competition
Other Posters

If you have already submitted a paper and need to access it again, log in at the bottom of that page, “Login to an existing submission.”

The second screen, “Session Selection,” allows you to select the Section in which you want your ten-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.

The “Session Selection Received” screen will appear. Click on “Next Step-Enter Title.”

Step 2. Enter Submission Title and Species Information:

Enter the title in sentence case (see example on screen).

Enter the submitter’s e-mail address and write any pertinent comments to the organizers in the appropriate boxes.

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.

Follow the instructions on your screen to complete the Primary Area.

Click “Submit.” If you did not enter all of the information, a pink box will appear at the top of the screen that will list any missing information. Make any needed corrections and click “Submit“.

A confirmation screen will appear: Please check your input. Follow the instruction at the top of the screen to make corrections to data entered.

Click on “Next Step—Add New Author(s).”

Step 3. Add Author(s) Name:

A screen titled “Search for a Person” appears. Enter the first author’s last name.

If you are entering the Student Competition, the first listed author should be the student.

Hit the “Continue” button.

Search database: 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.

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 information about entering authors:

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. 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.

The “Author Information Received “ screen will appear. 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.”

Another confirmation screen will appear: Please check your input again.

Step 4. Enter Submission Text

You will be prompted, “There are two methods available to submit your submission.” This screen allows you to add an abstract for a presentation.

NOTE: ESA does not require abstracts for regular TMPs and posters; they are optional but encouraged. However an abstract is mandatory for students entering the Student Competition since they are judged on their abstracts.

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 your answer to (3) is:

NO (abstract text)—If you will not be submitting text, make certain “No” appears in the window. Click “Continue.” Go to “Confirmation screen”, below.
YES (abstract text)—Read the instructions on the screen and enter the text. Scroll to the bottom of the page and click “Submit Text.”

Confirmation screen: The final confirmation screen will appear. Edit your input 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.

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., Eastern, July 20. You will not be able to access the system after the deadline.

Click here to enter the online submission site.