- Rules and Regulations
- Submission Process
- Session Assignment
- Meeting Presentations
- Deadlines, Late Abstracts, Schedule Changes
Rules and Regulations
AAS Council specifies the following regulations for submission and presentation of abstracts at an AAS meeting:
- Any AAS member may submit an abstract. You can verify your membership status in the Public Directory or Members-Only Directory, members.aas.org.
- Education Affiliates may submit education related abstracts as a member.
- Suspended/Inactive members must reinstate their membership.
- Presenters must be listed as the first author on the paper at the time of submission.
- The author who will be preseting the abstract is the only one who should make the submission.
- Presenting/first author must register for the meeting.
- Presenters must be listed as the first author on the paper.
- Presenting/first author must register for the meeting.
- One LAD abstract submission is included in your Meeting registration rate.
- You may submit more than one LAD abstract, with the following guidelines:
- Your first LAD abstract is included in your registration rate.
- Additional LAD abstracts have a fee of $40 each, which is paid through the registration process. If you cannot remember how many abstracts you have submitted when you register for the meeting, please contact Megan Feeley at firstname.lastname@example.org.
- If you need to add an abstract fee(s) to an existing registration, please contact the registrar at email@example.com.
- Nonmembers can only present once every 10 years.
- Nonmembers are required to have a sponsor who is an AAS Full Member; the sponsor will be notified.
- Undergraduate Nonmembers must submit an abstract as a nonmember and are subject to the usual rules governing presentation of abstracts by nonmembers. Please note that for undergraduate students pursuing an astronomy or physics degree, the Society strongly encourages them to become a Junior member of the Society and submit their abstract as a member, following the abstract submission form rules.
- Society of Physics Student Affiliates are considered nonmembers for abstract submission, and may register at the Junior Member rate.
- Education Affiliate are considered nonmembers for scientific research abstracts.
One Abstract Per Meeting
- You may only present one abstract (whether oral or poster) per meeting, with the exceptions listed below. There is no limit to the number of abstracts you may co-author; however, you may only serve as the first/presenting author on one abstract. As the primary/submitting author you are required to be the presenting author.
- The following exceptions do not count as your "one" paper. You may still be the first author and presenter for an additional contributed scientific research paper. Exceptions include:
- Prize Lectures
- Plenary Talks
- Division Invited Talks
- Special Session Invited Talks
- LAD Submissions
- Contributed Education abstracts
- Contributed Historical abstracts
- Abstracts for working group meetings
- Meeting-in-a-Meeting Invited Talks
Submission Process - Plenary Speakers and Invited Talks
Plenary Speakers and Invited Talks will receive a special link to the abstract form that by-passes the membership validation process. Speakers may also access the form through the regular submission link. Contact firstname.lastname@example.org for assistance. Plenary Speakers and Invited Talks include:
- AAS Plenary Speakers who were invited by the Society Vice-Presidents
- Prize Lecturers invited by Society or Division Officers
- Division Invited Talks invited by Division Officers
- Session Speakers invited by the Session Organizer
Submission Process - Contributed Presentations
Abstract must be submitted through the presenting author's AAS record. Co-authors are not eligible to substitue as the presenting author. The presenting author will be notified. The Abstract Form for contributed presentations is posted online at: members.aas.org/abstracts
The membership rules are enforced during the submission process. If there is a problem with the presenting author's membership status you will be given instructions for correcting the problem. Contact email@example.com, 202-328-2010, ext. 101 or ext. 109 for assistance with membership issues.
Abstract Form Steps
The form contains instructions on the various steps required to complete a submission. Once you have completed the Title Step you are assigned a control number and may exit and re-enter the system. The abstract must be complete and submitted by the deadline, 9 PM ET, Monday 4 March 2013.
Abstract Body Text Format - 2,250 character maximum (which includes letters, numbers, punctuation, spacing, returns and symbols/special characters).
You can continue to make changes to your abstract before the deadline of Monday, 4 March 2013, 9:00 PM ET. For the submitted abstract you wish to edit, click the "Return to Draft" button. This will return the abstract to draft status, allowing you to make further edits to the abstract. Please remember to re-submit the abstract before the deadline. Corrections are no longer made once the abstracts have been exported to the Press Office, to the BAAS and to the ADS.
Because eligibility is established on the Presenting Author, his/her name may not be edited on the abstract form. Contact the Help Desk to have spelling errors corrected. To switch the presenting author to a co-author you must submit a new abstract by logging in as the new presenting author.
Categories are used as a guide for the Program Committee to build coherent sessions. The final session assignments and session titles are at the discretion of the Program Committee. If you request to be adjacent to a colleague’s paper, make sure that the same primary category number appears on both abstracts.
Scientific Research Papers
01. The Sun
02. The Solar System
03. Extrasolar Planets: Detection
04. Extrasolar Planets: Characterization and Theory
05. Stars, Cool Dwarfs, Brown Dwarfs
06. Stellar Evolution, Stellar Populations
07. Stellar Atmospheres, Winds
08. Circumstellar Disks
09. Binary Stellar Systems, X-ray Binaries
10. Variable Stars
11. White Dwarfs
12. Pulsars, Neutron Stars
13. Black Holes
14. Evolved Stars, Cataclysmic Variables, Novae, Wolf-Rayet Phenomena
16. Planetary Nebulae, Supernova Remnants
17. Molecular Clouds, HII Regions, Interstellar Medium
19. Star Formation
20. Young Stellar Objects, Very Young Stars, T-Tauri Stars, H-H Objects
21. Star Associations, Star Clusters - Galactic & Extra-galactic
22. The Milky Way, The Galactic Center
23. Dwarf and Irregular Galaxies
24. Elliptical Galaxies
25. Spiral Galaxies
26. Starburst Galaxies
27. AGN, QSO, Blazars
28. Evolution of Galaxies
29. Galaxy Clusters
30. Large Scale Structure, Cosmic Distance Scale
31. Intergalactic Medium, QSO Absorption Line Systems
33. Cosmic Microwave Background
34. Dark Matter & Dark Energy
35. Relativistic Astrophysics, Gravitational Lenses & Waves
36. Gamma Ray Bursts
37. Instrumentation: Space Missions
38. Instrumentation: Ground Based or Airborne
40. Surveys and Large Programs
41. Computation, Data Handling, Image Analysis
43. Laboratory Astrophysics
44. Public Policy
81. Education – Public Outreach
82. Education – Practice K-12
83. Education – Practice Undergraduate Non-science majors
84. Education – Practice Upper Level Undergraduate and Graduate
85. Education – Education Research
86. Education – Professional Development
87. Education – Other
90. Dust & Ice
Papers for Special Sessions are usually solicited ahead of time by the Session Organizer. A list of the pre-planned sessions are included on the abstract form. You may indicate that you would like to be considered for inclusion in a Special Session but acceptance is at the discretion of the Session Organizer. If enough poster papers are received Session Organizers will usually schedule an associated poster session on the same day as the Special Session. If your paper is not accepted into the requested Special Session it will be scheduled in a regular contributed session.
Posters allow far more time and flexibility and are the default presentation type. Posters are ideal for using charts, graphs or detailed visual aids. The poster area serves as the meeting’s social center.
- Your presentation should fit within the 44" x 44" area. Poster boards are slightly different at each meeting and may be as large as four feet square. Please bring your own thumbtacks.
- We will arrange poster sessions by topic.
- Approximately two hours each day will be set aside for the poster presentations when no other sessions are scheduled. The authors need not be present the entire time but should post the hours when they will be present at their poster.
- Posters may be set up after 8:00 am and must be removed by the end of the each evening. Posters left up after the Exhibit Hall Closes will be discarded.
- When preparing your poster, remember to use bold graphs, photographs, figures, and tables. Include a title and the names of authors in large type. Text should be large enough to be legible from a distance of three to four feet, ~ 20 point font. Keep the poster simple and easy to read. For further recommendations read, How Do You Prepare A Research Poster? on the-aps.org website.
- There is also a good article on preparing an eye-catching poster at naturejobs.com, Presentations: Billboard Science.
- Consider posting a photo of yourself with your presentation.
To give an oral presentation, select “oral” as presentation type on the abstract form. To avoid too many oral sessions running simultaneously, the number of oral presentation time slots are limited. Oral presentations can be changed to posters if there are no remaing slots. All authors whose abstracts are changed will be notified.
- Five minutes are allowed for the normal oral presentation and three minutes for open discussion.
- When preparing your presentation, we suggest a maximum of three slides or transparencies for a five-minute talk. Slides should be uncluttered and easy to read.
- Practice a few times so the presentation fits comfortably into the five-minute slot.
- Read the AV instructions.
If you would like to present a 15 minute dissertation abstract, select the dissertation abstract form. We urge authors to submit dissertation abstracts one week before the deadline.
- Dissertation Abstracts are oral presentations of 15 minutes plus a few minutes for discussion. They should be based upon the author’s dissertation material, and will be presented within regular oral sessions of appropriate topics.
- Only students or graduates within one year of receiving the PhD are eligible. The author’s advisor must attest to this fact in writing. The author must submit a copy of the thesis advisor’s letter in PDF format through the abstract submission website by the abstract deadline. A PDF copy of an email message is sufficient as long as the advisor’s email address is legible. If the advisor letter is not received, the dissertation will automatically be treated as a regular abstract.
- Students or graduates wishing to submit Dissertation Abstracts must be accepted for membership in the AAS by the abstract deadline. (The membership form can be downloaded from the Membership section of the website or obtained from the AAS Executive Office.)
- These abstracts are subject to the same rules of preparation and submission as regular abstracts, but they will be specially marked in the Final Program.
- Dissertation abstracts arriving after the abstract deadline will be treated as regular late abstracts.
- A person may present a Dissertation Abstract only once.
Student Award Poster Presentations
- Please read the Chambliss Astronomy Achievement Student Award Rules for eligibility requirements.
Plenary Speakers and Invited Talk Presentations
Invited presentations are the highlight of every meeting.
- Guidelines for Invited Talks are sent to the individual speakers.
- AAS Plenary Speakers - those invited by the Society Vice Presidents - will receive guidelines from the AAS Executive Office.
- Special, Meeting-in-a-Meeting, Division, Committee or Working Group Session Invited Talks will receive guidelines from the Session Organizer.
- Plenary Speakers and Invited Speakers may present a second contributed abstract.
- Read the audio visual equipment instructions.
- Abstracts by North American residents may not be presented by proxy. If an author is unable to attend, his or her abstract will be presented by title only. The abstract will still be published in the BAAS and in the meeting abstract publication. Notify firstname.lastname@example.org if an author cannot attend.
- In the case of severe physical misfortune, a joint abstract may be presented by a co-author, even if the co-author is presenting another abstract. The original author must notify the Executive Office, making an explicit statement of the cause.
- If a member residing outside of North America belatedly discovers that they cannot attend the meeting, they may arrange to have the paper presented by another member. The Executive Office must be notified ahead of time.
Deadlines, Late Abstracts, Schedule Changes
We will strictly adhere to the following deadlines.
- The deadline for receipt of abstracts is 9:00 pm ET, Monday 4 March 2013.
- Abstracts received after 9:00 pm will be considered late abstracts. There are no exceptions to this deadline.
- All accepted late abstracts are assigned to poster sessions for late abstracts, scheduled on the last day of the meeting.
- Late abstracts will be accepted by the Executive Office until 9:00 pm ET, Thursday, 18 April 2013.
If, after the Final Program has been released, you have a problem with the scheduling of your abstract, contact Abstract Help (email@example.com). Include the Session number where you are currently scheduled and the Session(s) number where you would like to be scheduled. Abstracts that have been scheduled cannot be moved into another session after Tuesday, 9 April. No changes will be made to the Meeting Schedule and Updates Page after Friday, 10 May 2013.
Publication of Abstracts
The meeting and abstract schedule are published in various formats.
- Paper Final Program: Distributed at the meeting; includes abstract titles.
- Online Final Program: Available one month prior to the meeting and includes full abstract text. Members and presenters are notified as soon as the Program is online.
- Astrophysics Data System: All abstracts are sent to ADS.
Edits to Abstracts
We understand that edits sometimes need to be made to abstracts after they are submitted. Presenters will be sent an email notification prior to scheduling to ask for verification of abstract content, please use this opportunity to send updates and edits to us. We try hard to accommodate edits and changes as we lead up to the conference, but due to certain publishing deadlines we will be unable to edit abstracts starting four weeks before the meeting start date.