Japan Geoscience Union

SESSION PROPOSAL

Session Proposal Period: September 2(MON) to October 11 (FRI) at 5:00pm (JST), 2019. 
Proposing Steps

1. Read Convener Guidelines prior to submitting a session proposal.

2. Prepare all required information.

3. Update or renew your membership information if necessary.
*All updates must be completed BEFORE proposing a session.

4. Make sure that all co-conveners have a JpGU ID.
*Conveners including co-conveners must have a JpGU ID in order to be registered in the system.
*AGU member can create and ID using their AGU account information. AGU members, please see below for details.

5. Propose a session from the JpGU online Session Proposal System.

IMPORTANT NOTES for conveners who are newly acquiring a JpGU ID

If you become a JpGU Member during September to December 2019, you will acquire a membership for 2019 fiscal year and will be charged the annual due for 2019.
In addition to this, annual due for 2020 is necessary in order to attend the meeting in May 2020.
The 2020 annual due payment will be able to settle from January 7, 2020.

If you create a Meeting Participant ID (so-called Nonmember ID), you will not be charged the annual due, however, only standard registration rate applies.
Please note that transfering the ID category or holding two IDs in different category is NOT acceptable.
New members are expected to refer to the Fee Table for details BEFORE creating a JpGU ID.

[Additional Resources]
-Difference in Fees per ID category
-ID Types
-How to Create a JpGU ID for EGU and AOGS members
*AGU members may create a JpGU ID by registering their AGU account with JpGU. This ID does not require annual dues for JpGU membership.
Click the "Create a JpGU ID (registering with AGU Account)" button below to proceed.
*JpGU ID created registering with the AGU account is an ID with 6 digits starting from 50. Please note that this ID holder will receive the same discounted rate as JpGU Members on the registration fee, but other JpGU member benefits do not apply.
*If you wish to receive the same benefits as JpGU members, please create a JpGU member ID from "Create a JpGU ID" button above.

Propose a Session

NEW for 2020

・Bank transfer by affiliated institutions, is not available from the 2020 meeting.
 
・Poster core time will not be scheduled in parallel with oral sessions. (Only evening core time)

・Posters posting time will be designated by the first afternoon session (PM1) starts.

・No special arrangement will be made to allow for extra invited authors for English Sessions.
 The rule for invited authors, up to 2 invited talks and 1 invited paper/ slot, is applied to all sessions.

・Objections to rejected sessions can be made only once.

ABSTRACT SUBMISSION

Abstract Submission Period:
January 7 (TUE) to February 18 (TUE) at 5:00pm (JST), 2020 (Early-bird: Feb 4, 11:59pm JST)
Responsibility of Session Conveners during Abstract Submission Period

・Conveners can view title of the papers and name of contributor(s) of the submitted abstracts to their session.
The abstract body will be available after Tuesday, February 18 at 5:00pm JST.

・Conveners are expected to monitor their sessions and responsible to ensure that all planned submissions including invited abstracts are submitted by the deadline.
Please note that invited authors are not exempt for the processes associated with abstract submission.

・Conveners must purchase the Extended discussion frame (with charge) if necessary during this period.
If the purchased discussion becomes unnecessary, conveners can withdraw it, however, no refund will be issued.
*See below for information on 'Special Frames to Organize Oral Sessions'.

SPECIAL FRAMES TO ORGANIZE ORAL SESSIONS

Conveners may use the special frames below to organize their oral sessions.
Item Category Duration Notes for session organization
Introduction Less than 10 min Maximum usage of this frame is one/ slot.
Extended Discussion (with charge) 15 min-30min/slot Up to one Extended Discussion frame is available per slot.
This frame is considered as one submission and will be added to the total number of submissions received to the session.
The title and description of the discussion details are required when submitting and the information entered at this point is published on the web program.
*This frame can only be purchased during the submission period by conveners/co-conveners.
*If the purchased discussion becomes unnecessary, conveners can withdraw it, however, no refund will be issued.
Spontaneous Discussion (no fee) Less than 15 min This frame must be used to adjust the time in exactly 90 minutes. The system will not allow you to finish the organization if the total time is less or more than 90 min.
The maximum usage allowed of this frame is once per slot.
Spontaneous Discussion is listed as 'Discussion' on the web program and does not constitute an abstract.

SESSION ORGANIZATION

Session Organization Period is from February 19 (WED) to March 9 (MON) at 5:00pm (JST), 2020.
*Acceptance or rejection of abstracts and tranfer of abstracts must be completed by February 27.
Session Organization Steps
*All tasks of session organization must be performed through the designated online system.

1. Conveners are responsible to review all submitted abstracts and accept or reject them.

2. Conveners may suggest to place the submitted abstract to more appropriate session using the system.
If the suggestion is not accepted, the abstract remains in the originally submitted session.

3. Conveners may register the invited status to the submitted abstracts if any.

4. Conveners must assign presentation format, oral or poster, to each abstract and decide the presentation or posting (if poster presentation) order.
Poster requests should be honored and given priority. In case of accepting a poster-request abstract as oral, conveners must contact the author and have his/ her consent BEFORE finalizing the session organization.
If the comtributor selected "oral or poster" as a format, conveners have a right to decide the format.

5. Assign chairpersons for each oral time slot.
JpGU ID is required to all chairpersons to be registered on the system.
Conveners are responsible to contact the chairpersons about their designation. JpGU does not intermediate or have system to send invitations to chairperson.

DISCUSSION OUTSIDE OF SESSION HOURS

Two types of extended discussions beyond session hours are available.
1. Hot Topic Session 2. Session Room for Rent
How to apply Hot Topic session will be selected by the Program Committee after receiving the application from conveners.
Applications will open in March 2020.
Applications are accepted from the Business Meeting Reservation tool (to be open in April).
Date and Time The same date the session is held. (basically an hour after the poster session.) At the choice of the applicant
Fee Free Rate depends on the room type you select.
Type of Attendees This session must be open to any registered attendees. Can be held with/ to limited attendees.
Approval Will be reviewed and accepted by the Program Committee. Not necessary.
Publications JpGU will promote the session in the publications and on the meeting website. Will be listed on the Business Meeting list.
*Application must be completed by mid-April to be published in the program book and website.
Application may also be accepted on site if there is a room available.

REGULATIONS & GUIDELINES

These are importants REGULATIONS and GUIDELINES related to session organization. Please take your time to look into them.

SESSION LANGUAGE

Both English and Japanese are the official language at the JpGU annual meetings.
Session language will be selected at the discretion of the conveners.
Session Language Code Slides and Posters Oral
E English English
J English or Japanese English or Japanese
*Presenters may choose their presentation language (English or Japanese) in J sessions. The presentation language selected by the presenter will be published in the program.
*There is no EJ category from 2019 meeting.

INVITED AUTHORS & FINANCIAL SUPPORT

・Each session are able to invite up to 3 authors per slot to submit abstracts to the session.

・The list of potential invited guests will be published on the meeting website from December 2 to March 9.
To be listed on the list, conveners must register the name(s) of their invited authors on the session proposal system.
There is no deadline to this registration and it is not obligatory. The list will be updated accordingly.
The final invited list will be posted on March 13.
Please note that conveners need to formally register their invited guests on the session scheduling system in order to be considered and published as invited presenters.

・Please refer to Invited Author Guidelines for details.

・ JpGU cannot cover the travel expenses or provide a support to invited authors.
Student travel support is available at 2020 meeting. Details will be open in January.

CONTACT

Please contact the Program Commiittee if you have any inquiries or concerns about sessions or Meeting Program.
*Other inquiries are accepted from the Contact Form .

MAILING LIST

All communications for conveners will be sent via emails.
*Your current email address registered on your members page is automatically listed on the mailing list.
Please update your email address prior to the proposal if necessary.

JpGU-AGU 2020 CONVENER TASK SCHEDULE

At least one convener should be available during the period in red in the calendar below.
All roles of conveners can also be worked by co-conveners.
In case the main convener is unable to act the performance, please make sure that one of co-conveners completes the tasks.

Multidisciplinary and Interdisciplinary
Date *All in JST Schedule
2019
Open : Sept 2 (MON)
Close: Oct 11 (FRI) at 5:00 pm
Session Proposal Period
Propose a session from JpGU online Session Proposal System.
*JpGU ID is required to propose a session.
Oct 12 (SAT) to 20 (SUN)
Review process by Program Committee(PC)
PC may contact conveners regarding the proposed session. At least one convener must be available during this period.
If no reply from the convener, the PC holds the right to make a decision.
Conveners of newly proposed sessions may request for 2 slots during this period. (If no request, one slot will be assigned.)
Oct 21 (MON)
Program Committee Meeting #1
PC will accept/ reject sessions, assign time slots and consider Union / Public sessions.
Oct 23 (WED)
Acceptance/ rejection notification
Accepted sessions are informed the pre-assigned time slots.
Sessions contacted by the PC regarding merging should make a desicion and infom the result to the PC by the Program Committee Meeting #2 on Nov. 11.
Open: Oct 24 (THU)
Close: Oct 31 (THU) at 10:00 am
Period for Additional Requests
Conveners may request for specific logistical conditions during this period.
Conditions that can be requested are,
・date(s) to avoid
・successive scheduling
・avoidance of conflict with similar sessions

All requests must be completed from the designated system by the deadline.
Potential invited authors may also be listed through the proposal system during this period.
Oct 31 (THU) to Nov 7 (THU)
Scientific Program Design
The Program Committee members from each section will work on with the planning of scientific program during this period.
Multidisciplinary and Interdisciplinary sessions are categorized under the five sections of JpGU considering the registered "main section" when proposing a session.
At least one convener must be available during this period in case of a contact from the PC.
Nov 11(MON)-12 (TUE)
Program Committee Meeting #2
Program Committee will gather design plans from each section and merging results and finalize the program.
Dec 2 (MON)
Session Schedule Release
Session schedule, potential invited author list are published on the website.
*No prerelease for confirmation this year.
2020
Open: Jan 7 (TUE)
Close: Feb 18 (TUE) at 5:00 pm
Abstract Submission
Early submission deadline: Feb 4 (TUE) at 11:59pm
Final deadline: Feb 18 (TUE) at 5:00 pm
Conveners are expected to monitor their session during this period.
If you are planning to have a discussion, please purchase the Discussion frame during this period.
Conveners can view the title and name of submitters to their session from the session organizing site. Abstract body is viewable after the submission period.

Conveners are expected to monitor the submissions of their invited guests as well.
Start: Feb 18 (TUE)
Deadline: Feb 27 (THU)
Acceptance/ Rejection
Conveners are responsible to review and accept/ reject the submitted abstracts to their session.
Conveners may request to transfer the abstract to more appropriate session.
Invited authors must be registered at this point.
Feb 28 (FRI)
Final Assignment of Slots
Time slot allocation will be adjusted after the deadline of abstract submission.
The adjustment will be made based on the total number of submitted abstracts and the number of assigned slots is finalized.
Start: FEB 28 (THU)
Deadline: Mar 9 (MON) at 5:00pm
Session Organization Period
Conveners should finalize the presentation format of each abstract and assign the presentation or posting order.
Conveners must designate the chairperson for each slot in this period.
Mar 9 (MON) - 11 (WED) Adjustment period to compile the data (JpGU secretariat)
Mar 12 (THU)
Acceptance Notification
Notification letters are distributed via emails to the contributors.
Mar 13 (FRI)
Final program will be published on the website.
May 15 (FRI)
Abstract Release
Abstract PDF is published on the website.
May 24 (SUN)- 38 (THU)
JpGU-AGU Joint Meeting 2020