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Welcome to 2021 AAPM Virtual 63rd Annual Meeting Abstract Submission System
Abstract submission for the 2021 AAPM Virtual 63rd Annual Meeting is a 100% web based process. In order to complete a SUCCESSFUL SUBMISSION, understanding how the system works, what the requirements are, and what information is needed will streamline the process for you.
So prior to beginning the abstract submission process, please take a few minutes to review the information. With a general understanding, your submission should be successful.
Items of Interest
Registration Fee Waivers for Presenting Authors from Developing Countries:
Know Before You Submit
General Rules and Guidelines
Policy on Number of Submissions
Abstract Review Criteria
The following criteria will be used in determining the abstract score. If a Supporting Document is included, it will be used as additional information in determining the score.
In addition, abstracts submitted to the Innovation in Medical Physics Education will be judged on the following criteria
Accessing the Submission System
Go to the System Site (AMOS). If you are not logged in to AAPM's website, you will be redirected to AAPM to log in. If do not have a username and password, you must create one by performing the following steps.
PLEASE NOTE: It is very important that you create 1 user account. The primary email address associated with your user account will be the email address utilized in AMOS. If you have more than one user account, you may end up losing your abstract information in AMOS. So please make sure you create only 1 user account. Once you have registered, you will have the option to add multiple email addresses to your user account but, only the primary will be used in AMOS.
Step 1: Submission Type
When submitting an abstract, you must identify the submission as one of the following:
John R. Cameron Early-Career Investigator Symposium (Formerly John R. Cameron Young Investigator Symposium)
Each year the AAPM conducts an Early-Career Investigators' Symposium competition at the Annual Meeting. Early-Career Investigators, as defined below, are encouraged to submit abstracts for the competition. The 10 highest scoring Early-Career Investigator Symposium submissions (as determined by the abstract reviewers) will be selected for presentation in a special symposium in honor of University of Wisconsin Professor Emeritus John R. Cameron, Ph.D.
A panel of judges will score the oral presentations according to criteria that include scientific merit, originality, and organization/presentation of the material. Awardees will be announced at the Awards Ceremony during the Annual Meeting. The top 3 awardees will receive a plaque and a cash award.
Early-Career Investigators are not eligible for the Science Council Session.
All abstracts submitted to the Early-Career Symposium Competition that are NOT selected for the competition, will be considered for other presentation modes.
Early-Career Investigator Definition: At the time of abstract submission, candidates for the Early-Career Investigators' Symposium must be currently a graduate student OR a medical physics resident or postdoctoral fellow within one year post-graduation
FINALISTS will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. The letters are not to be submitted until the FINALISTS are identified in April, at which time the Finalists will be contacted with further instructions. Contact the AAPM Programs Manager with any questions regarding the Early-Career Investigator Symposium Competition.
Only one submission from each Early-Career Investigator can be submitted for consideration for the Early-Career Investigator Symposium Award competition.
NOTE: The winner of the Early-Career Investigator Symposium Award Competition is not allowed to participate in the Early-Career Investigator Symposium Award Competitions of future AAPM Annual Meetings.
Authors interested in being considered for the Session MUST:
Early-Career Investigator Competition (Formerly Junior Investigator Competition)
Two (2) awards for Early-Career Investigators have been established: the Jack Fowler Early-Career Investigator Award in honor of Dr. Jack Fowler, Emeritus Professor of Human Oncology and Medical Physics, University of Wisconsin, and the Jack Krohmer Early-Career Investigator Award, sponsored by the Krohmer Memorial Fund and Science Council through the AAPM Education and Research Fund. Each Awardee will receive a plaque and a cash award.
One Early-Career Investigator Competition submission for each award will be selected from the highest scoring abstracts judged to be at the highest level of scientific innovation and impact, and the awardees will be announced at the Awards Ceremony during the Annual Meeting.
A single abstract cannot be submitted to both the John R. Cameron Early-Career Investigator Symposium and the Early-Career Investigator Competition.
Abstracts submitted to the Early-Career Investigator Competition are eligible for the Science Council Session provided that the abstract is appropriate to the topic of the Science Council Session.
All abstracts submitted to the Early-Career Investigator Competition that are NOT selected as the winner, will be considered for oral, SNAP oral, or ePoster presentation.
An Early-Career Investigator is defined as one of the following. (The Early-Career Investigator must be an APPROVED member of AAPM at the time of abstract submission):
The AWARDEE will be required to submit a letter of eligibility from a Full Member of AAPM at the early-career investigator's sponsoring institution. The letter is not to be submitted until the Awardee is identified in April. Contact the AAPM Programs Manager with any questions regarding the Early-Career Investigator Competition.
Only one submission from each Early-Career Investigator can be submitted for consideration for the Early-Career Investigator Competition.
Authors interested in being considered for the Session MUST:
Science Council Session
The topic selected for this year’s Science Council Session is: Innovative Technologies to Advance Diagnosis and Treatment
Criteria for abstract evaluation include the novelty of the research, the emphasis on innovation in the development and application of data science including big data, imaging metrology and standards, machine learning, radiomics, and deep learning.
Authors interested in being considered for the Science Council Session MUST:
All abstracts submitted to the Science Council Session that are NOT selected, will be considered for oral, SNAP oral, or ePoster presentation.
Innovation in Medical Physics Education
AAPM members are invited to submit an abstract describing innovative medical physics educational activities for radiology residents, radiation oncology residents, medical physicists, technologists or others. The abstract can describe novel teaching strategies such as team teaching or adult learning efforts, novel educational materials such as lectures, websites, educational videos or interactive media, novel program designs, or other innovations. Submissions will be judged on the following criteria: the level of innovation, the potential for educational use, the extent to which the innovation has already been implemented and assessed, and how readily the innovation could be implemented or used at a variety of other institutions.
The top six submissions will be invited to present their abstracts at the session during the Annual Meeting. Each speaker will be allocated 15 minutes. The top presenting abstract will be announced at the Awards Ceremony during the Annual Meeting and presented a plaque and a $2,000 prize. The Award for Innovation in Medical Physics Education is made possible by a generous bequest of Harold Marcus.
Authors interested in being considered for the Session MUST:
All abstracts submitted to the Innovation in Medical Physics Education that are NOT selected for the session, will be considered for an ePoster presentation.
Step 2: Title
Enter the title of the abstract to be submitted.
Step 3: Select Subject Category
Step 4: Requested Presentation Mode
Rules regarding Requested Presentation Mode for Abstracts:
PRESENTATION MODES DEFINED:
SNAP Oral Presentation
NOTE: The individual names of contributing authors MUST appear on all presentations.
Step 5: Taxonomy
Select a primary category and subcategory that best describes your work. This taxonomy will help to assign the appropriate reviewers and session assignment if your abstract is accepted.
Step 6: Keywords
Select up to 3 keywords to describe your work.
Step 7: Contributing Author Information
On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.
To Add Author(s):
If a Contributing Author is NOT Currently in the System:
Back on the Submission Status Page:
Step 8: Program By-Line: Author/Institutions
On the Abstract Submission Status screen, you will be prompted to view the 'Program By-Line' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program By-Line be VIEWED and EDITED as instructed.
What the System Generates:
To Edit the By-Line:
Changes to By-Line:
Step 9: Participation Acknowledgement - Science Council Session
The corresponding author must indicate if the submission is to be considered for the Science Council Session.
Step 10: Agreements - Verification of Contributing Authors Statement
The corresponding author must agree to and select the following "Verification of Contributing Authors" statement button in the submission process:
"By checking this box, I verify that each author to be listed on the submitted abstract has contributed to the content of the abstract and consented to the submission of said abstract."
Step 11: Agreements - Participation
The corresponding author must agree to and select the following "AAPM Participation Agreement" statement button in the submission process:
"By checking this box I verify that each author listed on the abstract has been appropriately credited for their contributions to this presentation. It is understood that each presentation will be constructively evaluated in areas of presentation quality, achievement of educational objectives, and utility/usefulness of content. The evaluation will be confidential and communicated only to the contributing authors upon request.
I further verify that any potential conflict of interest(s), as set forth in the preceding statement, has been listed in the abstract and will be disclosed during the presentation.
I agree that AAPM is not responsible for the content of my presentation, abstract, or any representations made by me regarding the contents of the presentation or abstract, and that AAPM is not responsible for any representations or omissions made by me on my submitted abstract or during the course of my presentation."
Step 12: Agreements - Distribution of Abstract and Presented Materials
The corresponding author must indicate whether or not permission was obtained in the following "Distribution of Abstract and Presented Materials Agreement" statement button in the submission process:
"Non-copyrighted materials obtained from sources such as colleagues or the web will be attributed accurately. Where possible, prior permission for its use will be obtained.
BY SELECTING YES, I verify that I have obtained permission from each author listed on my abstract (submitted presentation) allowing me to distribute the abstract at the AAPM meeting, via the AAPM website, or via any other publication that may result from this meeting. I certify that I am not receiving a financial benefit for this presentation and that I have fully and accurately credited each author and writing that was consulted or used in the creation of my presentation.
Under this constraint, I verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the AAPM Annual Meeting for educational purposes from the appropriate copyright owner(s) and publisher(s).
BY SELECTING NO, I verify that I did not obtain permission from each author listed on my abstract (submitted presentation) and that my use of each listed author’s material constitutes a “fair use” of the material for nonprofit educational purposes, allowing me to distribute the abstract at the AAPM meeting, via the AAPM website, or via any other publication that may result from this meeting. I certify that I am not receiving a financial benefit for this presentation and that I have fully and accurately credited each author and writing that was consulted or used in the creation of my presentation."
Step 13: Research Supported by the National Institutes of Health (NIH)
Identify the Principal Investigator's E-mail if your research is supported by the National Institutes of Health (NIH).
Step 14: Funding Support, Disclosures, and Conflict of Interest
Identify sources of funding, financial disclosures, and conflicts of interest in the submission field entitled "Funding Support, Disclosures, and Conflict of Interest." This information is entered once for the entire abstract and should list funding sources pertinent to the research and encompass disclosures and conflicts of interest pertinent to all authors. This information should NOT be included in the abstract text. The funding and disclosures will be appended to the abstract when published, if accepted.
Step 15: Consent to Record and Use Content
The corresponding author must agree to and select the following "Consent to Record and Use Content" statement button in the submission process:
As part of the AAPM Virtual Meeting, a digital archive of presentations given during the meeting, including streaming audio of the speaker, slides of the presentation, and a still shot photograph of the speaker, to be supplied by the speaker, will be offered as On-Demand content.
Presenter Consent to Record and Use Content:
I, the Presenter, hereby grant AAPM and its authorized agents the right to record all materials and presentations submitted or made by the Author in connection with the meeting and grant AAPM and its authorized agents a nonexclusive right to use, reproduce and/or distribute any materials and/or presentations in whole or in part. I acknowledge that any digitally reproduced recordings of my remarks in no way infringe on my own rights, as the Presenter, to later reproduce the material in either audio, video or other digital format and by signing this consent I am not relinquishing my copyright to this material.
I understand that my presentation will be digitally reproduced in its entirety as presented.
I further understand and agree that no sum of money shall be due to me for execution of this consent agreement and that AAPM shall not be obligated to pay me or any third party any sum whatsoever, regardless of the time or method of any future use of the digitally captured materials.
YES: I consent to having my presentation captured and published in any medium and grant AAPM the right to distribute and make derivative works.
NOTE: Consent required for submission to be considered.
Step 16: Corresponding Author Information
Corresponding Author Contact Information is entered on this screen. If you are an AAPM member, first log into the AAPM website. The following required fields will automatically be completed for you. The following fields are required:
All Contributing Authors may access an Abstract by using their personal Username and Password. BUT only the Corresponding Author has the ability to modify any of the Abstract information, including withdrawing the abstract or re-submitting a revised Supporting Document.
Step 17: Withdraw Submission
You will be given the opportunity to withdraw the submission at this point.
If you choose to do so, this record will be deleted from the system. You would need to return to your private Abstract Homepage in order to 'create a new submission.'
Step 18: Enter Your Abstract Text
Step 19: Upload the Supporting Document
Once Steps 1 - 17 have been completed, the system will allow you to advance to the next screen to upload your Supporting Document.
Note: The Supporting Document should include a statement of Innovation/Impact to help identify the most exciting and interesting submissions.
Review Submission: Document Status Screen
This shows the status of the documents.
NOTE: If you previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Supporting Doc" button. This will 1) notify the system that the document will be resubmitted and 2) all references to previously submitted documents will be removed. After resetting a document, resubmit the new document through the same web-based upload process.
You will only have the option to reset a submitted document if it has been received as noted above.
Please be completely sure that you wish to resubmit a document before following this procedure.