Instructions for using the Online Abstract Submittal System

Conventions used in the Online Abstract System

Submitting your abstract, one step at a time

The Online Abstract System divides the abstract submittal process into steps so that authors can enter information and confirm it is correct before moving to the next step. By following the buttons at the bottom of each page in the submittal process, you will automatically proceed through every step needed to submit an abstract. One page will follow another in the right frame of your screen until you are finished. After clicking the submit button at each stage, you will see a growing set of information that you have entered. You should proof it each time it appears, clicking the "Next step" button at the bottom of the page if the information is correct. Once you have decided to which program you will submit your abstract, the essential steps for abstract submittal are:

1. Select a topic (i.e. a session)
2. Describe your proposal -- the title, preferred format, and your email address.
3. Name the author(s) and enter the required contact information
4. Submit your abstract text

The functions that are available to you at any phase in the submittal process are shown to the left of these instructions, as links on the Abstract Control Panel. These links let you easily return and make corrections at any step along the way. If, for example, you realize after entering the 7th author that you made a mistake in the abstract title, just click on the ENTER TITLE link and change the title. If you made a mistake in an author's name, just click on the author's name in the Abstract Control Panel; the author information form will reappear in this space with the author's name on it, and you can change it right there. Select from the Abstract Control Panel when you want to go back to make revisions and don't want to back up all the way there, or if you encountered an "invalid record number" or "corrupt data" error after backing up.

When making corrections DO NOT Reload This Window or Use Back Button On Your Browser. Use the hyperlinked steps in the Abstract Control Panel instead.

Submit an Abstract

Step 1 -- Select Topic or Symposium

On the Topic Selection page, select the appropriate symposium or topic. Then click the button at the bottom of that page.

Within 10 seconds a confirmation page will appear in this frame, showing the information that you just entered or prompting you to provide missing information. Look over that information carefully. Then follow the instructions at the bottom of that page.

Note that the Abstract Control Panel, to the left of these instructions, is updated each time you submit new information. New links will appear in that panel, allowing you to return to a previous submission form at any time without backing up through every page.

If the Abstract Control Panel is not updated with each submission, or if the buttons at the bottom of a page do not work, then your browser is probably not set up to support JavaScript.  To enable JavaScript, click here for instructions.

Does nothing happen? If you wait for a full minute and nothing happens after clicking a button or hyperlink, then either:

• the Internet, or your connection to it, is very busy (Try later.)
• you are behind a firewall, and some combination of browser and firewall settings is blocking receipt of the form (Ask your systems administrator to contact us.)
• or our server is down. (And that almost never happens. But let us know if you think it is.)

Step 2 -- Enter Title

Enter the title of your proposal, the preferred method of presentation (oral or poster), and your email address. If necessary you can send along comments or requests in the box provided for that purpose. You might also want to supply a URL (web page) where the reviewers or the public might find more information about the subject of your presentation.

Then click the button at the bottom of that page.

Within a few seconds you will receive confirmation of the information submitted and Abstract Control Panel in the left frame will be updated so that you can hyperlink back to step 1 or step 2 if necessary.

If you don't see a confirmation appear in your web browser, then you might have lost your connection to the Internet. Take note of your ID number and password. (They are at the top of the Abstract Control Panel.) Re-establish your connection, and try again.

Rarely, authors will see a "Server Error" message after submitting information to us. This usually occurs because some of the information has been corrupted in transit. Just hit your browser's "Back" button, and try submitting again. If you still get an error message, please let us know. If you encounter an "invalid record number" or "corrupt data" error after backing up, try the links in the Abstract Control Panel instead.

Step 3 -- Author(s)

If you are satisfied with the confirmation of the abstract title, click the "Next Step" button at the bottom of the page. Or click the Author link in the Abstract Control Panel. There is a good chance that we already have the name and contact information you would enter in our database. So type in the last name of the author and let us search for it. Select the right name and contact information if we find it for you, or fill it in yourself in the form provided. Then click the button at the bottom of the page.

You will be given an opportunity to repeat the process if there is more than a single author. If you have multiple authors from the same institution, after entering the first author notice the special link offered for that purpose.

• Complete contact information is required for the principal author and the presenter (if different).
• First name, last name, affiliation (workplace or school), and e-mail address are required for co-authors. If an author doesn't have an affiliation or e-mail address, enter N/A in the textbox. You must have an e-mail address to receive confirmation of the abstract submission.

Step 4 -- Abstract Text

After the last author has been entered, click the button that appears at the bottom of the confirmation page, or click the "ABSTRACT TEXT" link in the Abstract Control Panel.

Answer Question 1: "Does your abstract contain an image?"

• Images, if any, must be saved and uploaded as GIF or JPEG files. If necessary learn how to convert your image(s) to the appropriate format.

Answer Question 2 with Type/Paste text if you want to:

• Type your abstract directly into a text box on a form (easy, but not recommended).
• Write simple abstract text in a word processor and copy and paste it into the Web form (also easy, and better because you can and should spell check the text in your word processor before you paste it into the form).

Answer Question 2 with Upload HTML file if:

• You want to use tables, include multiple images, to control image placement, or
• Your abstract includes many subscripts, supersripts, or special characters

Click on "Open Abstract Submission Form Now" at the bottom of page.

You will now either be able to enter your text into the Web form (if you chose Type/Paste text) or upload a file.

For text that you enter directly into the Web form:

• Type or paste your abstract text into the text box.
• To include italics, subscripts, superscripts, or special characters in your abstract text, copy-and-paste from the special characters page directly into the abstract text box.
• Click the Submit button.

If you need to upload an HTML file:

• Specify the location of your HTML file.
• Specify the name(s) of your graphic(s) files, if necessary, and their locations.
• Click the Submit button.

You will be given one more chance to review your abstract. Please correct any errors that you see. Then click the button at the bottom of that page.

Once you click the "Confirmation" button, your abstract with all the information you entered will display. At this point you can close your browser or edit and make changes as you see fit. In fact, your proposal has been captured in the abstract system database at each step along the way. If you have any question about what you submitted, click the "View Submission" link in the Abstract Control Panel and check it over. You can use the hyperlinked steps in the control panel to make any corrections or additions at any time (until the submission deadline).

You only need to click once the button on that last confirming page. Any changes that you make to the submission afterwards will automatically be captured at that time.

You will receive confirmation of your submission at each step. Take note of the abstract ID number and password assigned to your submission. With that information you can return to this page if you lose your Internet connection, or if you must interrupt the submission process, or if you would like to modify your submission at any time prior to the deadline.

Look at the confirmations carefully. Most authors (and all editors) can find mistakes in the first submission of an abstract. If you see an error, just click the appropriate link in the Abstract Control Panel and correct it. After you have submitted all required information, including the text and any images, you should see all of that information in the confirmation on your screen; if you don't, it means that that the information was not received and you should try again.

Abstracts that are too large will not be accepted or stored. If you receive an error message telling you to reduce the word count or the image size(s), please do so; otherwise, no text or images will be stored.

If the text was submitted as an HTML file and must be edited:

1. Locate the original file on your computer.
2. Edit the text in your word processor or HTML editor.
3. Save it again in HTML format.
4. Upload it again.
5. Repeat the process as required until you receive confirmation that the text has been accepted.

Retrieve and Modify an Existing Abstract

To retrieve and view or modify an existing abstract:

1. Go to http://issx.confex.com/issx/portal.cgi
2. Plug in your personal email address and password, and submit
3. Or ask for an immediate reminder of your personal password..
4. Click on the abstract you wish to modify
5. Use the Abstract Control Panel to view or modify the desired part of the abstract. For instance, click Title to change a title. Then click the Submit button to send your changes.
6. To correct abstract text that was submitted as an HTML file, see above.

Transfer a Paper to Another Program

1. If the Abstract Control Panel is visible and the desired abstract ID appears at the top of it, then skip to #2 below. Otherwise:
   • Go to http://issx.confex.com/portal.cgi
   • Plug in your personal email address and password, and submit
   • Or ask for an immediate reminder of your personal password..
2. Select Transfer from the Abstract Control Panel.
3. On the form that next appears in this space, the radio button in front of the current assignment will look different from the rest.
4. Click on the button in front of the new program to which this abstract should be be moved. (The button in front of the old assignment will be automatically deselected.)
5. Click the button at the bottom of that page.
6. The display will flicker several times as the abstract is transported to the new program. .

Withdraw a Paper

1. If the Abstract Control Panel is visible and the desired abstract ID appears at the top of it, then skip to #2 below. Otherwise:
   • Return to http://issx.confex.com/issx/
   • Click the link near the top of the page labeled Resume Submission or View/Modify/Withdraw Abstract.
   • Login using the ID and Password you were assigned.
2. Select WITHDRAW from the Abstract Control Panel.
3. Between TITLE and KEYWORDS, select "Withdraw (delete) from program".
4. Under the Comments to Organizers section, type in your reason for withdrawing your paper.
5. Click the Submit Information at the bottom of the page.
6. You will see Paper withdrawn from meeting on the confirming page.

Reverse a Withdrawal

1. Retrieve your abstract as described above.
2. Select WITHDRAW from the Abstract Control Panel.
3. Between TITLE and KEYWORDS, select the button that says "Include in program."
4. Click the Submit Information at the bottom of the page.
5. The Paper Withdrawn message should no longer appear on the confirming page.

Ask for help if you run into any problems.

Troubleshooting, FAQs