Annual Meeting Frequently Asked Questions
 
2019 Annual Meeting Frequently Asked Questions
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Please review the following FAQ’s carefully. If your question is not answered below, please send an email to annualmtg@aera.net.

Categories:

General Information

When and where will the 2019 AERA Annual Meeting take place?

The meeting will be held Friday, April 5 – Tuesday, April 9, at the Metro Toronto Convention Centre and at the Delta Toronto, Fairmont Royal York, InterContinental Toronto Centre, Sheraton Centre Toronto, and the Westin Harbour Castle.

When will registration and housing open?

Registration for the Annual Meeting will open in Fall 2018. More information will be available at www.aera.net in October.

How do I request an official Letter of Invitation for a visa?

Please email annualmtg@aera.net with your full name and a letter can be created for you.

Does AERA have volunteers, scholarships or financial support for presenters and/or attendees?

No. Due to the size, scope of the meeting, and logistical management, AERA relies entirely on paid staff to fulfill essential needs on site.

A number of AERA Divisions and Special Interest Groups (SIGs) provide scholarships. To find out more, contact your Division or SIG leadership.

Submissions

What is the submission deadline for the 2019 AERA Annual Meeting? Is the deadline firm?

The submission deadline is 11:59 PM PDT on Monday, July 23. The deadline is firm.

By submitting a paper or session submission, am I committing to attend the AERA Annual Meeting if the submission is accepted?

Yes. If you make a submission, you are making a commitment to pay the registration fee and attend the meeting if your work is accepted. There are a limited number of presentation slots for submissions, so it’s important that you attend if your work is accepted. If you do not register or attend the meeting, you are leaving a vacant programming slot where someone else may have had the opportunity to present.

If my paper or session has been presented at another conference, may I also submit it to AERA?

No. Only paper and session submissions that have not been previously published or presented at another professional meeting are eligible.

Does AERA consider writing posted on social media or personal blogs to be previously published work?

Yes, AERA considers work posted on social media to be previously published, and therefore is ineligible for consideration at the AERA Annual Meeting. 

I would like to submit a paper from my thesis – I have not presented or published these findings in anywhere before. Am I eligible to submit?

Yes. Work that has not been presented at another professional meeting is eligible. 

May I submit my submission to multiple SIGs or Divisions?

No. Authors who submit a paper or session to more than one unit (division, SIG, or committee) will be disqualified and all versions of the submission will be removed from consideration. This includes submissions that are submitted multiple times with slight changes in the title and content. This also includes submissions for Presidential Sessions.

Is there a limit to the number of times I may appear as a first author or participant in the meeting?

To promote broad participation in the Annual Meeting, an individual may not appear as first author on more than two paper submissions. You may be first author on more than two submissions, but you will need to withdraw papers if more than two are accepted where you are first author. The purpose of this requirement is to limit the number of first author submissions in any one year. You should not change authorship position for purposes of submission (see AERA Code of Ethics).

In addition, an individual may not appear on the program more than four times (e.g., in the role of chair, discussant, or participant). The participation limit does not include participation in invited speaker sessions or any session connected with an AERA office, committee, or award (such as AERA division/SIG business meetings, invited addresses, award ceremonies, or professional development courses.

Is there a word limit on a paper or session submission?

Yes. Word limits are as follows:

  • 15 words or fewer for paper title.
  • 120 words or fewer for abstract.
  • Paper submissions: 2,000 words or fewer for paper upload containing no author identification. References, tables, charts, graphs, images, and figures should be added to the end of the document and are not included in the word count. Submissions will be removed from consideration if the paper exceeds the word limit or includes author identification. The 2,000 word limit does not include the title or abstract.
  • Session submissions: 500 words or fewer for overall session summary without any author/participant identification and 500 words or fewer for each paper/presentation summary for each presenter/participant in the session.

May I submit a paper proposal I’m working on?

Authors should submit only complete papers. Proposals to write a paper are not eligible for consideration. The paper may be preliminary, with upload of the final paper required by March 15, 2019, but the initial submission must be a complete paper.

I’m not sure which AERA SIG or Division to submit to – what should I do?

We suggest you contact the Division or SIG leadership for guidance on where your work might be best suited.

I’m having an issue adding an author to my submission – what should I do?

Please submit your paper using the online system. Then, email annualmtg@aera.net with the title of your paper and the full name, institution and email address of the author you need to add to the submission.

I cannot change my affiliation or other contact information – what should I do?

Please submit your paper. You can update your affiliation by going to www.aera.net and click “Login” at the upper right of the screen. After you log in, click “My AERA” at the top of the page. On the “My AERA” page, scroll down to the My Profile section and click “My Profile.” You can update your information there – the information will be reflected in the online portal within 24 hours of the change.

The website is frozen or is taking a long time to load – what should I do?

Because of the high volume of traffic in the few days before the submission deadline, please allow extra time to submit your paper or session. It can take a few hours to complete a submission if you wait right before the deadline to upload your paper or session.

When will I find out if my submission was accepted?

The accept/reject notifications will be sent in early November. If you submitted a session submission, only the session organizer will receive a notification. AERA sends out email notifications, and a copy of the message will also be in the Message Center of your online AERA Profile. To access the Message Center, go to www.aera.net. Click “Login” at the upper right of the screen. After you log in, click “My AERA” at the top of the page. On the “My AERA” page, scroll down to the 2019 Annual Meeting and click “Online Program Portal.” The Message Center link is on the home page.

Reviewers

I accepted an invitation to review but I’m no longer available – what should I do?

Please email annualmtg@aera.net with the SIG or Division section you need to be removed from.

I responded to the reviewer invitation, but am still getting an email saying I didn’t respond. How do I confirm my participation?

To respond to your reviewer invitation, go to www.aera.net. Click “Login” at the upper right of the screen. After you log in, click “My AERA” at the top of the page. On the “My AERA” page, scroll down to the 2019 Annual Meeting and click “Online Program Portal.” Click the link that says “Respond to Review Panel Invitations.” Click on “Respond to Invitation” and Accept/Decline. Click “Accept and Continue. On the next page, you will need to click “Save” on the following page to confirm your participation.

 
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