2022 Annual Meeting Frequently Asked Questions
 
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Frequently Asked Questions

If your question is not answered below, please email annualmtg@aera.net for assistance.

General Information
Place-Based/Virtual Participation
Proof of Vaccination/Masking Policy
Registration
Housing and Travel
Submission Notifications, Program Changes, and Paper Uploads
Programming
Exhibits and Sponsorship
Affiliate Group Space
Child Care
WERA | NCME

GENERAL INFORMATION

When and where will the 2022 Annual Meeting take place?
The meeting will be held at the San Diego Convention Center, Thursday, April 21 to Tuesday, April 26. There will also be a virtual component. The AERA Online Searchable Program reflects whether a session is place-based or virtual.

What are the headquarter hotels?
The headquarter hotels are the Marriott Marquis San Diego and Manchester Grand Hyatt.

When will the schedule be available?
The AERA Online Searchable Program is available now. It reflects whether a session is place-based or virtual.

Does AERA have volunteers, scholarships or financial support for presenters and/or attendees?
Due to the size, scope and logistical management of the meeting, AERA relies entirely on paid staff to fulfill essential needs. A number of AERA Divisions and Special Interest Groups (SIGs) provide scholarships to their members. To learn more, contact your Division or SIG leadership.

PLACE-BASED/VIRTUAL PARTICIPATION

How will each session type be facilitated and what will be the duration of each session?
The duration and modality (virtual or place-based) of each session is included in the AERA Online Searchable Program.

Will place-based sessions be socially distanced?
AERA is doing our best to ensure the health and safety of all attendees. We are working with the convention centers and headquarter hotels to incorporate social distancing protocols into our sessions and events.

Can attendees access a place-based session virtually?
Sessions are either fully virtual or fully place-based. Attendees will engage in the session according to the designated modality as noted in the AERA Online Searchable Program.

Can I present virtually if my session is place-based?
If you are a presenting author or have a role in a session (chair, discussant) and your inability to present in person is due to an extenuating circumstance you can request remote access services for the place-based meeting. To complete the Remote Access Request form click here. Eligibility will be determined based on such factors as illness or injury that precludes travel; disability that precludes travel; certified medical exemption from vaccination; change in travel regulations that precludes travel to the U.S.; or an unanticipated family health crisis.

Can place-based attendees access virtual sessions?
All attendees in San Diego will have full access to the virtual component of the meeting irrespective of whether they are virtual presenters.

Can virtual attendees access place-based sessions?
Attendees on the virtual platform will have access to all virtual sessions as well as a selection of high-profile sessions being held in San Diego. All other place-based sessions can only be accessed by place-based attendees.

How do I prepare to participate virtually?
If you plan to participate in the 2022 AERA Annual Meeting virtually, you register as a virtual attendee and then login into AERA’s online platform. Take 10 minutes to login, set up your profile (add your credentials and a nice photo!), and set up your personal agenda. If you plan to join via tablet or smart phone, download the app: search AERA2022. Check your email for how to login. Note: You must login in advance to avoid missing or joining sessions late.  For support, email: support@pathable.com.


How do I prepare for joining the 2022 AERA Annual Meeting via my tablet or smart phone?
Download the app AERA2022. Set up your account if you have not already done so on a computer.

How do I prepare to be a virtual Chair, Presenter or Discussant?
Watch the recorded training sessions on the AERA website to understand basic functionality to achieve an optimal experience. Join your session Green Room 20 minutes in advance of your session to review functionality and roles with the Chair, co-presenters and the online platform tech support staff member.

Presenters – Watch the recording and download slides
Chairs – Watch the recording and download slides

Note, you must login to the 2022 AERA Annual Meeting online platform in advance, to gain immediate admission into the platform and avoid missing or joining sessions late. Questions? Email: support@pathable.com.

What are the Best Practices for Chairs, Presenters, and Discussants to Prepare for Their Session(s)?

  1. Login to your session 20 minutes early and enter the Green Room with your fellow co-presenters.
  2. In the Green Room, review roles with co-presenters and your dedicated technical representative, who will be available for support throughout your session.
  3. Understand your session format functionality – meeting or webinar, and review if and how you will use features such as screen share, chat, unmuting for verbal questions/comments, and polling.  If a webinar format, direct attendee comments to the chat because only written comments and questions are allowable in this format.  For the meeting format, attendees can be unmuted to ask live questions or share comments.
  4. Review chat function for hosts/co-hosts only (to communicate with co-presenters only during the session, behind the scenes).
  5. Review who is recording the session.  It may be the technical representative assigned to your session.
  6. Determine who will explain to participants where to direct their questions and comments, how they will be addressed, how inappropriate comments or behavior will be handled, and using the technical support/Help button in the upper left corner of the platform.
  7. Plan for the Chair/Discussant (or his/her backup) to conduct a verbal, 5-second countdown before the session recording starts.
  8. Be mindful of your comments after the session is being recorded.

How do I prepare to present in person?
Information about session formats, room set-ups, audio visual, and other preparation tips will be available soon for place-based presenters, chairs, and discussants as we get closer to the Annual Meeting.

How do I visit AERA Annual Meeting exhibitors online?
The virtual Exhibit Hall is open Thursday, April 21, 2022–Tuesday, April 26, 2022 and is found on the Exhibitor tab in the 2022 AERA Annual Meeting online platform/app.

Where are the onsite Exhibitors?
Make sure to come to the San Diego Convention Center or log on to our Virtual Platform to meet with fantastic exhibitors. Come and visit top publishers, research companies on the rise, technology experts, and many more. No matter what your interests are, there is a resource for everyone, so don’t miss this great opportunity to connect.

PROOF OF VACCINATION/MASKING POLICY

Is proof of vaccination required to participate?
AERA is doing our best to ensure the in person experience is as safe as possible. All place-based attendees must adhere to AERA’s Proof of Vaccination and Masking Policy. The vaccination and masking policy does not apply to virtual attendees.

Are religious and/or medical exemptions accepted for those who are not considered fully vaccinated to attend in person?
AERA’s current policy does not allow for religious or medical exemptions. While attendees can only participate in virtual sessions if they do not meet the vaccination requirements, presenting authors and those with a role in a session (chair, discussant) can request remote access services for the place-based meeting if their inability to present in person is due to an extenuating circumstance. To complete the Remote Access Request form click here. Eligibility will be determined based on such factors as Illness or injury that precludes travel; disability that precludes travel; certified medical exemption from vaccination; change in travel regulations that precludes travel to the U.S.; or an unanticipated family health crisis.

Are masks required?
All place-based attendees will be required to wear a mask indoors at all AERA sessions and events except when eating or drinking. This policy will be enforced even if the city of San Diego does not have a masking mandate.

What should I do if I become ill while at the meeting? How would I access food and medical care? Where would I stay if I cannot travel back home?
The County of San Diego (County) has over 50 free COVID-19 testing sites throughout the region. Results generally come back in approximately 3 days. Find a free testing site. If you are sick and/or awaiting test results, it is advised that you quarantine in your room. Email annualmtg@aera.net to notify AERA and its health and safety provider about your impending results or positive diagnosis.

REGISTRATION

When will registration for the 2022 AERA Annual Meeting open?
Registration for the Annual Meeting is open. Visit 2022 AERA Annual Meeting Registration, Housing, and Travel Information for more information.

Who do I contact for help with registration?
For assistance with registration, please contact Registration Support at aerameetings@expologic.com or call (800) 893-7950 or (484) 751-5136.

How do I redeem my 2021 credit to apply to my 2022 registration fee?
Those who have a carryover credit from the 2021 Annual Meeting will automatically see that credit when they register for the 2022 Annual Meeting. To obtain help with your registration, please contact Registration Support at aerameetings@expologic.com or call (800) 893-7950 or (484) 751-5136.

What are the registration rates?
Visit Registration Information and Rates for virtual and place-based registration rates for the Annual Meeting.  

Are group rates available?
Although AERA does not offer group rates, AERA members receive a notable discount on registration.

Can my partner, spouse, or other family member register as a guest?
Guest registration will not be offered this year. Guest registration may be available at AERA Annual Meetings in the future.

Are there any special discounts for registration?
We strongly encourage attendees to join AERA through December 31, 2022, to be eligible for discounted registration for the Annual Meeting. AERA does not offer additional special rates such as discounts for presenting authors, invited speakers, chairs, discussants, teachers, or other educators and researchers.  

When is the deadline for presenting authors to register?
Each paper must have one or more presenting authors and all presenting authors must register for the Annual Meeting no later than March 30. If a presenting author does not register for the meeting by March 30, their name will be removed as a presenting author. If no presenting author has registered by March 30, the paper will be removed from the program. Individuals who are not listed as presenting authors cannot present at the Annual Meeting.

What is the registration deadline if I’m attending the place-based meeting?
Registration will remain open through the duration of the Annual Meeting.

When are the onsite registration hours?
Wednesday, April 20, 3:00 pm - 7:00 pm
Thursday, April 21 - Monday, April 25, 7:30 am - 6:00 pm
Tuesday, April 26, 7:30 am – 11:00 am

What is the registration deadline if I’m attending virtually?
Virtual registration will remain open throughout the Annual Meeting. However, your registration should be completed at least 48 hours before you would like to login. Note, you must login to the 2022 AERA Annual Meeting virtual platform upon completing the registration process.

Why isn’t the virtual component free?
While we wish we could offer the opportunity to participate virtually for at no cost, the expense related to providing a hybrid meeting is significant. For AERA to provide a high-quality meeting experience, a fee-based structure for virtual participation is necessary.

Can I register onsite?
Onsite registration will be available. However, AERA strongly encourages attendees to pre-register for the Annual Meeting regardless of whether participation will be place-based virtual. Registering early for the place-based meeting ensures there is enough time to verify your vaccination record. Registering early as a virtual attendee allows you to get familiar with the platform to ensure you are able to log in and navigate the platform effectively.

How will presenters/attendees be accommodated if a travel ban is enacted?
If a travel ban prevents AERA to cancel the place-based component, the Annual Meeting will be fully virtual and place-based registrations will be adjusted accordingly.

How do I request an official Letter of Invitation from AERA?
Send an email to annualmtg@aera.net with your full name as well as the title of your paper(s) and a letter can be created for you.

HOUSING AND TRAVEL

How do I make hotel reservations?
Registration for the Annual Meeting is required before booking hotel accommodations. Once you complete your registration, your registration summary email will include a link to make an online hotel reservation. Visit Annual Meeting Housing for more details on hotel reservations.

Who can I contact to help me with my hotel reservation?
For housing assistance or to modify your reservation, please contact AERA Housing Customer Service at aera@connectionshousing.com or call 800-262-9974 or 404-842-0000.

Can I use hotel rewards points to secure housing at one of the AERA Annual Meeting hotels?
AERA has secured a discounted rate for several hotels near the San Diego Convention Center. If you choose to use loyalty reward points rather than pay the discounted rate, please make your reservation directly on the hotel website instead of using the AERA Annual Meeting housing link included in your registration confirmation email. If you decide to use points for only a portion of your stay during the Annual Meeting, first make your reservation through hotel website. Then, contact AERA Housing Customer Service at 800-262-9974 or 404-842-0000 and provide the confirmation number so our housing team can book additional nights in the same room at the discounted group rate.

Will there be a quarantine period for domestic and/or international travelers?
Travelers are not required to quarantine. However, all place-based attendees must adhere to AERA’s Proof of Vaccination and Masking Policy and Travel Information guidelines.

PROGRAMMING

When will the Program Schedule be available?
The AERA Online Searchable Program is available now. It reflects whether a session is place-based or virtual.

What if I need to make changes to my paper and/or session?
Send any changes to paper titles, authors, and session chairs and discussants to annualmtg@aera.net. Include all relevant details of changes. Online program changes will be made as quickly as possible.

What is the process for i-Presentation?
Authors using the gallery can create a dynamic web-based presentation or they can simply upload a PDF of their PowerPoint (or another presentation format like Prezi) and benefit from all the advantages of the gallery. An email is provided to the first listed author, and the first author may invite other authors to work on a presentation.

New in 2022: all presentations in the gallery will receive a digital object identifier (DOI) which makes work more readily citable, discoverable and authenticates the time and date of presentation.

Recorded trainings are available here:

Session 1 Recording: Friday, April 1, 2022; 1:00 – 2:15pm ET
Session 2 Recording: Monday, April 4, 2022; 7:00 - 8:15am ET
Session 3 Recording: Tuesday, April 5, 2022; 1:00 – 2:15pm ET

SUBMISSION NOTIFICATIONS, PROGRAM CHANGES, AND PAPER UPLOADS

When will I find out if my submission was accepted?
Notifications were sent November 1. A copy of the message will be in your Message Center. To access the Message Center, log in to your My AERA account. After you log in, click My AERA or find it at the top of the page. On the “My AERA” page, scroll down to the 2022 Annual Meeting and click “2022 AERA Annual Meeting Online Portal.” The Message Center link is on the Welcome page.

How do I make changes to my paper and/or session?
Send all program updates including changes to paper titles, session titles, authors, and session chairs and discussants to annualmtg@aera.net. Include the title of the paper and the session along with the requested change. Author updates should specify the name, affiliation, email address, role (presenting or non-presenting) of the author as well as the author order. The deadline for all program updates is March 7, 2022.

I emailed you about a program change, but I haven’t heard back. What do I do?
The AERA Meetings Team is working diligently to incorporate a vast number of changes into the program. Due to the high volume of requests for changes we appreciate your patience.

My affiliation/institution/name has changed. How do I update it in the program?
To update your personal information, log in to www.aera.net and click on the ‘My AERA’ link at the top right of the page. Click on ‘My Profile’ to update your information. It may take up to 24 hours for the information to be reflected online.

How do I upload my final paper? What is the deadline?
The deadline to upload papers was March 28, 2022.

  1. Type www.aera.net into your web-browser. Click on ‘Login’ at the top of the screen and log in with your username and password. Select ‘My AERA’ at the top of the screen and scroll down to ‘2022 AERA Annual Meeting Online Portal – Upload Final Paper’.
  2. Underneath the General Menu, click on ‘Upload Final Paper’.
  3. Scroll down on the page to the ‘Submissions’ tab. Click the ‘upload’ link in the Action column located to the right of the title for the paper you wish to upload.
  4. You will see an Upload Final Draft Screen. At the top of the page, click either ‘yes’ or ‘no’ to participate in the online paper repository.
  5. Upload your paper and click the ‘Accept and Continue’ button at the bottom right of the screen.
  6. If you need to upload a further revised paper before the March 28 deadline, just follow the instructions above. You cannot edit the paper once it has been uploaded. Uploading a new paper will remove the old paper.

EXHIBITS AND SPONSORSHIP

What exhibit and sponsorship opportunities are available?
Information on exhibits and sponsorship is available here.

Who are the exhibitors?
Pathable, Inc.
Routledge, Taylor & Francis
Hager Sharp
SWIVL INC
National Longitudinal Surveys
Guilford Press
StataCorp
SUNY Press
International Association for the Evaluation of Educational Achievement
Stylus Publishing
University of Toronto Press
Concordia University Irvine
Oxford University Press USA
Springer Nature
ICPSR at the University of Michigan
Louisiana State University College Of Human Sciences & Education
Teachers College Press
MIT Press
Dedoose
National Student Clearinghouse
University of Chicago Press
WestEd
Universal Write Publications
Beacon Press
AERA Division H
Brill
Myers Education Press
Rowman & Littlefield
MGH Institute of Health Professions
Quant Methods for Leadership
American Institutes for Research
AERA

AFFILIATE GROUP SPACE

How do I reserve space for my organization to host a function during the 2022 Annual Meeting?
AERA welcomes the opportunity to work with individuals and groups that would like to host a function during the 2022 AERA Annual Meeting. The link to request meeting space is available in Affiliate Group Space.

CHILD CARE

Will child care be available during the 2022 AERA Annual Meeting?
Due to health and safety concerns, childcare will not be provided. We hope to resume this service in 2023.

WERA | NCME

WERA
The World Education Research Association (WERA) will hold its 2022 Focal Meeting in coordination with the AERA Annual Meeting in San Diego. For more details visit WERA Focal Meeting 2022. Questions regarding participation, registration and programming for WERA should be sent to wera@aera.net.

NCME
The National Council on Measurement in Education (NCME) Annual Meeting will be held at The Westin San Diego Gaslamp Quarter. For more details visit NCME 2022 Annual Meeting. Questions regarding participation, registration and programming for NCME should be sent to ncme@talley.com.

 
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