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Frequently Asked Questions about Proposal Submission and Adjudication
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Table of Contents

1. Proposal Submissions

A. My topic is ____________. Which strand should I apply to?
B. Which type of Proposal (individual paper, roundtable, poster, or colloquium) should I submit?
C. Should I include a reference list in my submission? If I do include it, does it count towards my word limit?
D. How many papers can a person be co-author on?
E. What is required to submit a proposal for a colloquium?
F. Should the colloquium proposal list the contributors' names?
G. What is the difference between an organizer and a discussant for the colloquia?
H. How many presentations should be in a colloquium?
I. Can I submit a proposal if I am a Strand Coordinator?
J. Can I submit a proposal to the strand for which I am serving as a proposal reviewer?

2. Editing a Proposal Submission

A. Can I change my title/abstract/summary closer to the conference?
B. Can I change the strand I selected after I submit my proposal?
C. I forgot to add my co-presenter to the proposal and I have already submitted. What can be done?
D. How do I change my name and/or affiliation on the submission?

3. Notifications and Adjudication

A. When will I hear whether or not my proposal has been accepted?
B. If my proposal is accepted, will my registration fee be waved?
C. What if my proposal isn't accepted? Will I be told why?
D. How can I access the reviewers' comments about my proposal?
E. Can my proposal be reconsidered if it is not accepted?
F. I didn't receive confirmation. Why not?
G. I cannot see the reviewers comments. Why?
H. How can I get more information on the reviews of my proposal?
I. I submitted a proposal for an individual paper, but it was accepted as a poster presentation or a roundtable session instead. Is it possible that my presentation will be changed to an individual paper at some point?

Proposal Submission

My topic is __________. Which strand should I apply to?

Please read the brief descriptors for each strand, which is available through the Call for Proposals on the AAAL website.

Try to submit your proposal to the strand that most closely relates to your main theme. If you are unsure, please ask a colleague, professor, or supervisor who is familiar with AAAL Conference procedures.

Which type of proposal (individual paper, roundtable, poster, or colloquium) should I submit?

You can submit a proposal to give an individual paper if you feel your work is complete and ready for a more formal presentation.

Colloquia are multi-person discussions of a topic.  The purpose of this format is to foster dialogue among attendees, so time should be allocated for extended audience discussion of the papers presented. Colloquium organizers serve as the liaisons between participants in the colloquium and the program committee, and are therefore responsible for communication among the presenters and discussants.

Roundtable sessions and poster presentations are ideal for works in progress. They generate interactive discussions with people who are particularly interested in your topic.  Poster presentations are especially useful for getting comments on data that can be presented visually (i.e., charts, transcripts, linguistic landscape data, semiotic and multimodal analysis).

Should I include a reference list in my submission? If I do include it, does it count towards my word limit?

It depends. The only reason to include a reference list if you include in-text citations in your proposal.

If you do use in-text citations and a reference list they do count toward the word limit, as do in-text citations. If you do use citations we recommend that you limit yourself to three or four citations in the proposal.

How many papers can a person be co-author on?

A submitter’s name may only appear on the program twice. Individuals may submit a maximum of one proposal as first author (whether a paper, poster, roundtable, or colloquium contribution). First authors are expected to present the research bearing their names, though all authors should share in presenting co-authored research. A submitter’s name may only appear a second time in the program if his or her name is listed on a proposal as a colloquium organizer, discussant, or secondary co-author of an individual paper.

What is required to submit a proposal for a colloquium?

To submit a colloquium proposal you'll need a title, abstract and summary for the colloquium as a whole, as well as for each of the individual papers. The colloquium organizer should submit the whole proposal. Colloquium organizers must gather all the relevant information from the other panelists before submitting a colloquium proposal. 

Here is the information that you'll need from each panelist: 

1. a title of no more than 20 words
2. an abstract of no more than 300 words
3. a summary of no more than 50 words

If you have discussants, abstracts and summaries are not expected from them.

Please refer to the Call for Proposals for further details.

Should the colloquium proposal list the contributors’ names?

No. In order to preserve the double-blind review process,  Names of individual contributors must not be listed in the larger colloquium proposal.

What is the difference between an organizer and a discussant for the colloquia?

The organizer is responsible for planning and facilitating the colloquium. He or she creates and submits the larger proposal for the entire colloquium. The discussant is the person who draws connections between/among the presenters’ papers and often has questions, suggestions, or recommendations to add, as a way of further exploring the papers’ findings.

How many presentations should be in a colloquium?

Typically, colloquia have anywhere from 3-6 presentations. The number of speakers depends in part on whether the time slot is one hour and forty minutes (usually 3 or 4 presenters/discussants) or three hours (e.g., five to six presenters/discussants).

Can I submit a proposal if I am a Strand Coordinator?

You may not submit a proposal to the strand you are coordinating. However, you are welcome to submit a proposal to another strand.

Can I submit a proposal to the strand for which I am serving as a proposal reviewer?

Yes, as a proposal reviewer you may submit a proposal to any strand.

Editing a Proposal Submission

Can I change my title/abstract/summary closer to the conference?

No, but, you may edit your proposal submission in the AllAcademic system until the deadline. For the 2016 conference, the deadline is Wednesday, August 19.

Can I change the strand I selected after I submit my proposal?

Yes, until August 19, 2015. After this date you may no longer change a strand.

I forgot to add my co-presenter to the proposal and I have already submitted. What can be done?

You can edit the proposal and add another presenter until the proposal deadline (August 19th for the 2016 AAAL Conference).

How do I change my name and/or affiliation on the submission?

If you wish to change your own name (e.g., in case of marriage, divorce, etc.) or affiliation, then you simply need to login to your profile on the AAAL website to change how your name appears in the membership records.

However, if you make the name change after the program has gone to press, the earlier version of your name may still appear in the program.

Notifications and Adjudication

When will I hear whether or not my proposal has been accepted?

Notices of proposal acceptances and rejections usually go out in October or November. There is no exact date: The timing may vary from year to year, depending on the number of submissions, the space available on the program, and when the proposal reviewers complete the process.

If my proposal is accepted, will my registration fee be waived?

No. All presenters who attend the conference are required to register. Co-authors who do not attend are not required to register.

What if my proposal isn’t accepted? Will I be told why?

Each year we receive a very high number of proposals for consideration. Given the limitations of time and space on the program, the acceptance rate is generally under 50%. As a result, the review process is particularly stringent, and acceptances are highly competitive.

Each proposal will be reviewed by two scholars specializing in the strand to which you submit your proposal. You will be able to access the reviewers’ comments after the adjudication process is complete.

How can I access the reviewers’ comments about my proposal?

Once the review process is complete, you will be provided with a link in the notification Email, which will allow you to access the reviewers’ comments about your proposal.

Can my proposal be reconsidered if it is not accepted?

No. Due to the large number of submissions, proposals can not be reconsidered once the review process has closed.

I didn’t receive confirmation. Why not?

If you are not the lead author who submitted a paper proposal, please check with that person. Only the submitter of the proposal will be notified; it is his or her responsibility to share information with co-presenters.

In the case of a colloquium, if you are not the organizer, you will not receive notification. It is up to the colloquium organizer to notify you.

I cannot see the reviewer’s comments. Why?

Only the person who submitted the proposal will receive notification and have direct access to the reviews. It is the submitter's responsibility to share this information with co-authors and/or panelists.

How can I get more information on the reviews of my proposal?

Due to the large number of submissions that must be reviewed, AAAL does not require our reviewers to provide comments for each proposal they adjudicate. Unfortunately, we cannot accommodate requests for further clarification or feedback.

I submitted a proposal for an individual paper, but it was accepted as a poster presentation or roundtable session instead. Is it possible that my presentation will be changed to an individual paper at some point?

If your proposal was submitted as an individual paper we also placed it on the waiting list to be moved into the category of papers in case of cancellations.

These papers will be replaced by the highest ranked posters and roundtable proposals that were originally submitted as individual papers to the same strand. The ranking will be based on the scores and reviewers’ comments on the original proposal.

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