Registration Fee Waivers for Presenting Authors from Developing Countries:

Developing Country List AFGHANISTANALBANIAALGERIAANDORRAANGOLAANTIGUAARGENTINAARMENIAAZERBAIJANBANGLADESHBARBADOSBELARUSBELIZEBENINBHUTANBOLIVIABOSNIABOTSWANABRAZILBULGARIABURKINA FASOBURUNDICAMBODIACAMEROONCAPE VERDECENTRAL AFRICAN REPUBLICCHADCHILECHINACOLOMBIACOMOROSCONGOCOSTA RICACôte d'IvoireCROATIACUBADJIBOUTIDOMINICADOMINICAN REPUBLICECUADOREGYPTEL SALVADOREQUATORIAL GUINEAERITREAESTONIAETHIOPIAFIJIGABONGAMBIAGEORGIAGHANAGRENADAGUATEMALAGUINEAGUINEA-BISSAUGUYANAHAITIHONDURASHUNGARYINDIAINDONESIAIRANIRAQJAMAICAJORDANKAZAKHSTANKENYAKIRIBATIKYRGYZLAOSLATVIALEBANONLESOTHOLIBERIALIBYALITHUANIAMACEDONIAMADAGASCARMALAWIMALAYSIAMALDIVESMALIMARSHALL ISLANDSMAURITANIAMAURITIUSMEXICOMICRONESIAMOLDOVAMONGOLIAMONTENEGROMOROCCOMOZAMBIQUEMYANMARNAMIBIANAURUNEPALNICARAGUANIGERNIGERIAPAKISTANPALAUPALESTINEPANAMAPAPUA NEW GUINEAPARAGUAYPEOPLE'S REPUBLIC OF CONGOPERUPHILIPPINESPOLANDROMANIARUSSIARWANDASAINT KITTS AND NEVISSAINT LUCIASaint Vincent and the GrenadinesSAMOASAN MARINOSao Tome and PrincipeSENEGALSERBIASEYCHELLESSIERRA LEONESLOVAKIASOLOMON ISLANDSSOMALIASRI LANKASUDANSURINAMESWAZILANDSYRIATAJIKISTANTANZANIATHAILANDTOGOTONGATRINIDAD AND TOBAGOTUNISIATURKEYTURKMENISTANTUVALUUGANDAUKRAINEURUGUAYUZBEKISTANVANUATUVENEZUELAVIETNAMWESTERN SAHARAYEMENZAMBIAZIMBABWE

• Individuals who are interested in the potential registration fee waiver must complete the Registration Waiver Request Form and submit to HQ as instructed by MARCH 4.
• Preference is given to those abstracts which are accepted for Oral presentations.
• Only the PRESENTING AUTHORS (who reside and work in developing countries per the recognized AAPM list) of Oral presentations are eligible for the first round of the selection process for the registration fee waivers.
• If the number of eligible authors is more than 15, AAPM will select one from each region. The remaining awards will be selected by AAPM from the remaining eligible authors by ballot.
• Recipients of the registration fee waivers will be contacted by May 14, 2021.

General Rules and Guidelines

• Proffered Abstracts should be original work not previously presented or submitted to any other conference or published in a journal (work submitted but not accepted for publication, is acceptable), unless specific permission has been granted by the Scientific Program Directors. Presenters of proffered papers at the meeting are encouraged to submit their work to Medical Physics for review and possible publication.
• No part of the Abstract, Supporting Document, or Funding Disclosure should contain identifying information such as title, author names, affiliations, institutions, etc. Submissions containing such information may be rejected without review.
• To submit an abstract, you are not required to be a Member of AAPM, unless otherwise indicated for that submission type in the instructions.
• The Abstract is limited to 300 words and should be structured as Purpose, Methods, Results, and Conclusion.
• Submitters may select 1or 2 of the presentation modes (Oral, ePoster) during the abstract submission process. Please note, by not selecting both options, your chances decrease for having your abstract submission included in the meeting.
• The abstract entry field is text only and does not support symbols or equations except those shown in the table. The abstract field cannot contain graphs, figures, tables, images or other multimedia objects. (These can be entered in the Supporting Document.
• The Abstract cannot depend on the Supporting Document nor should it refer to it. The Supporting Document will not be published in the program, so references to it (e.g. “as can be seen in Fig 1 of the Supporting Document” “Results are listed in the table in the Supporting Document”) should not be made.
• Please note that once abstracts are submitted and the submission deadline has passed, no further modifications are permitted.

Review the Sample Abstract and Sample Supporting Document prior to preparing your submissions.

Policy on Number of Submissions

• An individual can present up to TWO presenting-authored presentations at the meeting, although the individual's name may appear on more than two Abstracts.
• The system will restrict you to TWO proffered submissions as presenting author.

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.

• Clarity
• Quality and rigor of supporting data
• Significance
• Innovation and/or scientific impact
• Timeliness
• Interest to the medical physics community

In addition, abstracts submitted to the Innovation in Medical Physics Education will be judged on the following criteria

• Educational utility
• Extent to which the innovation has been implemented and assessed
• Extent to which the innovation can be implemented or used at a variety of other institutions

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.

• Click on the link titled "Create an Account".
• Enter a valid email address and click on the "Search" button.
• If your email address is not in our system, a message will appear titled "No matching results was found.".
• Click on the "Register Now!" button and complete the form to register.
• If your account was found and you have forgotten your password, click on the link titled "Forgot Password" and you will receive an automated email with instructions to reset your password.
• Once you have received the email, you will have 15 minutes to reset your password. If you don't respond within the allotted time limit, you must redo the steps above.
• Once you have successfully logged into AAPM's website, you will then be able to access the System Site (AMOS).

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.

Personal Homepage

What information is available to me on the homepage?

• This page will have your address information, and information on any submissions that you create or that have been submitted on your behalf.
• The type of submission is shown next to the Title.
• The status of each submission is shown (Incomplete or Complete).

What can I do from my homepage?

• You may edit your personal information at any time including your username and password.
• If submission is open, you may create a new submission.
• You may edit any submissions where you are listed as the Corresponding Author.
• For submissions where you are listed as a Presenting or Contributing Author only, you will be able to view, but not edit the submission.

How do I create a new submission?

• Next to the meeting name, there is a link to "CREATE A SUBMISSION", click this link to begin the submission process.
• The steps for submitting an abstract are outlined in the next tab.

Enter the title of the abstract to be submitted.

• Use sentence case when entering title
• To enter superscript text put the following tags around the text to be superscripted: ^text
• To enter subscript text put the following tags around the text to be subscripted: _text

Rules regarding Requested Presentation Mode for Abstracts:

• Submitters can select 1 or 2 of the presentation modes (Oral, ePoster) during the abstract submission process, unless otherwise indicated. By not selecting both presentation modes, your chances decrease for having your abstract submission included in the meeting.
• Final presentation mode assignments will be made by the Program Committee.
• Submissions requesting Oral Presentation may be assigned as ANY of the following:
  • Oral Presentation
  • SNAP Oral Presentation
  • ePoster Presentation
• Any submission may be rejected based on the reviews by at least 4 referees.
• All accepted abstracts will be published electronically in Medical Physics.

PRESENTATION MODES DEFINED:

Oral Presentation

• This category entails a brief 8-minute presentation followed by a 2-minute question/discussion period. 
• Details will be provided in abstract acceptance notification.
• Top-scoring abstracts in each category will be selected for Best in Physics. 

SNAP Oral Presentation

• SNAP oral sessions will consist of a brief oral presentation (5 minutes) in a moderated session with separate time allowed for discussion and Q/A.
• Sessions will have moderators in a manner similar to standard oral sessions.

ePoster Presentation

• General ePosters: This is an alternative to the general poster to allow the authors to present their general poster electronically.

NOTE: The individual names of contributing authors MUST appear on all presentations.

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.

Select up to 3 keywords to describe your work.

On the Abstract Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

• Select the link to 'add an Author' and search for an individual's last name.
• A list of potential authors will be generated if the 'last name' is in the system. Select the correct contributing author(s) for the submission.
• Identify each author as 'Presenting Author' or 'Author.' Also identify the 'Senior Author.' (Note that the Senior Author can be the Presenting Author or any other Author.)
• Continue the process until all contributing authors have been added.
• Each submission is allowed only ONE Presenting Author.
• Each submission is allowed only ONE Senior Author (the last author in the author list--i.e. PI of the lab).
• Corresponding Authors are NOT automatically added to the submission as a contributing author. If the Corresponding Author is a contributing author, you MUST add the individual at this point.

If a Contributing Author is NOT Currently in the System:

• Once you have searched for the last name and it does not appear on the generated author list, please follow the automated system instructions to complete an online form to have the author automatically added to our AMS directory. After you have successfully submitted the form, click on the button titled "Click Here to Search Again!" and the author will appear in the generated list.
• By entering a unique email, each author will have access to the abstract submission content, but ONLY the corresponding author may edit the content.
• Use proper capitalization when entering a new author.
• Check your entry as you go as the system does not correct spelling or grammar.

Helpful Hints:

• Add your 'presenting author' first. You can later use the arrow buttons at left of names to change order, once all authors have been added.
• Finally, arrange the author names in the order they are to appear when published in the "Program By-Line" and "Calendar of Events By-Line." ANY AND ALL CONTRIBUTING AUTHORS MUST BE ADDED IN THIS SECTION OF THE PROCESS IN ORDER TO GENERATE THE CORRECT 'BY-LINES'. (see Step 8).

Back on the Submission Status Page:

• The system will have generated a list of contributing authors added to your submission.
• If any contributing author's names are missing, go back and add the individuals.
• If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
• The presenting author's name will be denoted with an asterisk.
• Any time you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Steps 7 and 8 so it is IMPORTANT you review the content with each change made.

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:

• For a single author, the system will list the author's name (first initial, last name), institution, city, and state.
• If multiple authors have been entered, the system will list ALL author names (first initials, last names) in the order of entry, followed by the first author's institution, city, and state, then the second author's institution, city, and state, etc.

To Edit the By-Line:

Changes to By-Line:

• Anytime you make changes to the Author List, the system will require that the By-Line be reviewed again. The system will display the former By-Line, before changes were made.
• If you want to system to regenerate the By-Line with the new authors/changes, (1) clear out the text field, (2) press the Update By-Line Button, (3) Edit the text field (if needed), (4) then click the Update By-Line Button again to submit changes.
• The 'Program By-Line' is EXACTLY what will be published in Medical Physics with the Abstract:
  
  
  

The corresponding author must indicate if the submission is to be considered for the Science Council Session.

• If YES, the submission subject category MUST be: Multi-Disciplinary: Science Council Session : Innovative Technologies to Advance Diagnosis and Treatment

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."

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."

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."

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.

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:

• First Name
• Last Name
• Phone
• E-mail
• Street Address
• City/State/Zip
• Country

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.

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.'

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.

• A Supporting Document is STRONGLY ENCOURAGED, but optional, for regular submissions and is limited to 1 page - using 11-point Arial Font and 0.5" margins. The Supporting Document should be limited to a small number of clear figures and/or equations with self-explanatory captions.
• A Supporting Document is REQUIRED for the following submission types and limited to 2 pages:
  • Early-Career Investigator Symposium Competition
  • Early-Career Investigator Competition
  • Science Council Session
  • Innovation in Medical Physics Education
  • Similar to the above instructions, the Supporting Document should be limited to a few figures and/or equations with clear, self-explanatory captions. The Supporting Document should NOT be used for extensive text descriptions and should not repeat material contained in the abstract.
• Preferred format is illustrated in the Sample Supporting Document
• The Supporting Document must be submitted as a PDF format file.
• The Supporting Document should not include the title and should be limited to a few equations and/or a small number of figures or tables with self-explanatory captions. A small number of references may also be included.
• Do NOT list authors in the Supporting Document. In support of our blind review policy, there is to be no author information in the Supporting Document nor any information identifying the authors or affiliation.
• The Supporting Document must be uploaded to our server by clicking the "Upload Supporting Document" icon that will appear on your status page once you have provided all the required information.

This shows the status of the documents.

• By looking at this, the author should be able to see if the system has received the Supporting Document.
• If the information was received without any problems, there will be a link to the Adobe Acrobat PDF file that was created.
• Click on the "View Supporting Doc" button to view the document.
• Proofread carefully to ensure there were no errors introduced in file conversion.

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.