For Conveners
Major Session Related Changes from 2021
・The 2022 meeting will be the first hybrid meeting ever in JpGU history where participants can attend both in-person and online from all over the world.・The meeting may move to a fully online meeting depending on the COVID-19 spread situation. Please watch for the announcements and updates from the Meeting Organizing Committee.
・Oral slots will be initially allocated based on the number of abstracts of the year that the convener selects among the past three years (2021, 2020, 2019).
・At least two conveners, one main convener and one co-convener, are required to propose a session.
・Presentations at public sessions will be invited talks/ posters only. Please refer to the Public Session Guidelines for details.
SESSION PROPOSAL PROCEDURES
Session Proposal Submission Period: OCT 1 (FRI) at 2PM- NOV 2 (TUE) at 5PM JST, 2021
Session proposal submission procedures
1. Read Convener Guidelines and prepare for submission.
2. Prepare all required information.
*You need to enter them during the session proposal procedure.
3. Update or renew your membership information as necessary.
*All updates must be completed BEFORE proposing a session.
4. If you would like to register a co-convener, you should have his/ her JpGU ID.
5. Propose a session via JpGU Online Session Proposal System.
1. Read Convener Guidelines and prepare for submission.
2. Prepare all required information.
*You need to enter them during the session proposal procedure.
3. Update or renew your membership information as necessary.
*All updates must be completed BEFORE proposing a session.
4. If you would like to register a co-convener, you should have his/ her JpGU ID.
5. Propose a session via JpGU Online Session Proposal System.
*Conveners including co-conveners must have a JpGU ID in order to be registered in the system.
*AGU member can obtain an ID using their AGU account information.
*The JpGU ID obtained using the AGU membership, with 6 digits ID starting with 50-, is not categorized under JpGU Member but the discounted meeting registration rate is applied.
* AGU members who would like to become a JpGU member should obtain an JpGU members ID from the "Obtaining JpGU ID" button above, without going through the JpGU-AGU linkage system.
IMPORTANT NOTES for conveners who are newly obtaining a JpGU ID
・Each convener should have a JpGU ID, regardless of the type, to propose a session or to be listed as co-conveners.・The registration fee differs greatly between JpGU members and meeting participation ID holders (non-members).
*As the meeting is a hybrid event, the registration fee will be about the same rate as the early registration fee for the in-person meeting in 2019, regardless of whether you attend on-site or online. The difference between regular members and non-members is expected to be more than 10,000 yen.
・The ID category cannot be changed or deleted once it's used to propose a session or submit an abstract.
Please keep using the same ID throughout the year. One person can only have a single ID.
If you wish to change your ID category, please contact us BEFORE using it.
・If you become a JpGU Member as of Oct 1- December 2021, the annual due of 2021 year is charged.
In addition to this, the annual due for 2022 year will be required in order to attend the 2022 meeting in May.
PROPOSE A SESSION
ABOUT ABSTRACT SUBMISSION
Abstract Submission Period: JAN 12 (WED) - FEB 17 (THU) at 5PM JST, 2022 (Early Bird Deadline: FEB 3, 11:59PM JST）
Roles of Session Conveners during Abstract Submission Period
・Conveners can view the abstract title and name of contributor(s) of the submitted abstracts to their session.
The abstract body will be available after Thursday, February 17 at 5PM JST.
・ Conveners are expected to monitor their sessions and are responsible to ensure that all planned submissions including invited abstracts are submitted by the deadline.
Please note that invited authors are not exempt from the processes associated with abstract submission and fees.
・Conveners may designate one of own submissions as oral presentation and use the time for flash talk or panel discussion.
・Conveners can view the abstract title and name of contributor(s) of the submitted abstracts to their session.
The abstract body will be available after Thursday, February 17 at 5PM JST.
・ Conveners are expected to monitor their sessions and are responsible to ensure that all planned submissions including invited abstracts are submitted by the deadline.
Please note that invited authors are not exempt from the processes associated with abstract submission and fees.
・Conveners may designate one of own submissions as oral presentation and use the time for flash talk or panel discussion.
SPECIAL FRAMES TO ORGANIZE ORAL SESSIONS
The following two types of frames are available free of charge and can be inserted as needed when designing a session.| Introduction | Less than 15 min |
This frame cannot be extended beyond 15 minutes. The maximum usage allowed of this frame is once per slot. It will be listed just as "Introduction" on the program and no description will follow. |
| Discussion | Less than 15 min |
This frame cannot be extended beyond 15 minutes. The maximum usage allowed of this frame is once per slot. It will be listed just as "Discussion" on the program and no description will follow. |
SESSION ORGANIZATION
Session Organization Period: FEB 23 (WED) - MAR 14 (MON) at 5PM JST, 2021 (Acceptance and transfer: by March 2 )
Session Organization Procedures
*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 transfer the submitted abstract to a 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 contributor selected "oral or poster" as a format, conveners have a right to decide the format.
5. Assign one or more 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.
*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 transfer the submitted abstract to a 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 contributor selected "oral or poster" as a format, conveners have a right to decide the format.
5. Assign one or more 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
We are planning to provide some extra time for discussion beyond session hours for those sessions that wish to have further discussion.We will post updates as soon as it's decided.
REGULATIONS & GUIDELINES
JpGU has important 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.
INVITED AUTHORS & FINANCIAL SUPPORT
・Each session can have up to TWO invited presentations (oral or poster) and ONE invited poster presentation (3 invited presentations in total) per an oral slot. * Union sessions, public sessions and E sessions are exempt from this rule. Please refer to the Invited Presentation Guidelines for details.・The potential invited authors will be listed on the website from December 14 to March 22.
Conveners must register the name(s) of their invited authors on the session proposal system to be listed on the above-mentioned website.
Information of the potential invited guest can be registered from Nov 16.
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 together with the final meeting program after March 23.
・JpGU cannot cover the travel expenses or provide support to invited authors.
Introduction of Diversity Promotion Logo
JpGU has been working on the promotion of diversity, and has introduced a logo to visualize the diversity of the session conveners since 2021. At JpGU 2022, we plan to keep this promotion by using a gold-based logo for sessions that meet three of the following criteria: multiple genders (especially female), multiple career stages (early career researchers up to seven years after obtaining a degree), and multiple nationalities (whether foreign researchers are included), and a silver-based logo for sessions that meet two of these criteria.We would appreciate it if you could take this into consideration as much as possible when selecting conveners.
Request for Cooperation as OSPA Judges
JpGU has been working on the promotion of diversity, and has introduced a logo to help visualize the diversity of the session conveners since 2021.At JpGU 2022, we plan to continue this activity by using a gold logos for sessions that meet three of the following criteria for the session conveners:
gender balance (in particular the inclusion of female researchers), multiple career stages (inclusion of early career researchers, where early career is the period up to seven years after obtaining a degree), multiple nationalities (inclusion of researchers of different nationalities)
A silver logo will be used for sessions that meet two of these criteria. We would appreciate it if you could take these aspects into consideration as much as possible when selecting conveners.
CONTACT FORM FOR CONVENERS
Please contact the Program Committee using the designated Conveners Contact Form if you have any inquiries or concerns related to sessions and scientific program.
*Other inquiries are accepted from the Contact Form .
MAILING LIST
・All announcements for conveners will be communicated using the conveners' mailing list.*The email address registered on the JpGU system at the time of session proposal will be used in the mailing list.
Please update your email address prior to the proposal if necessary.
・Please contact us if you would like to change your email address.
JpGU 2022 CONVENER TASK CALENDAR
At least one convener should be available during the period in red in the calendar below.All tasks can be worked by co-conveners as well.
In case the main convener is not available to work on with the tasks, please make sure that one of the co-conveners completes them.
| Date *All in JST | Schedule |
|
2021
OCT 1 (FRI) 2PM - NOV 2 (TUE) 5PM JST |
Session Proposal Period
Propose a session from JpGU Online Session Proposal System. *JpGU ID is required to log in to the system and propose a session. |
| NOV 4 (THU) - 12 (FRI) |
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.) |
| NOV 15 (MON) |
Program Committee Meeting #1
The Committee will review the proposed sessions and accept/ reject.Union and Public sessions are to be selected at this point. |
| NOV 16 (TUE) |
Acceptance/ rejection notification
Accepted sessions are informed the pre-assigned time slots.Sessions contacted by the PC regarding merging should make a decision and inform the result to the PC by NOV 24 for the Program Committee Meeting #2 on DEC 8. |
| NOV 17 (WED) - 23 (TUE) at 11:59PM JST |
Period to submit 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. |
| NOV 24 (WED) - DEC 6 (MON) |
Program Planning by Program Committee
Representatives of each section will make an initial program plan.Multidisciplinary and Interdisciplinary sessions are categorized under the 5 sections based on the "Main Section" selected during the proposal procedure . At least one convener is requested to be available during this period. |
| DEC 8 (WED) |
Program Committee Meeting #2
Program committee will finalize the session schedule．
|
| DEC 10 (FRI) |
Session List Release
The accepted sessions will be published on the website.Conveners will receive session schedules (not for public viewing). |
| DEC 14 (MON) |
Session Schedule Release
Session schedule and potential invited authors list will be published.(Invited authors' list will be frequently updated hereafter.) |
|
2022
JAN 12 (WED) - FEB 17 (THU) 5PM JST |
Abstract Submission
Conveners are expected to monitor their session during this period.Early bird submission deadline：FEB 3, 11:59PM Final deadline: FEB 17, 5PM JST If you are planning to designate a discussion during a session, please submit an abstract 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 authors as well. |
| FEB 24 (THU) - MAR 2 (WED) at 5PM |
Acceptance/ Rejection & Transfer
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. |
| MAR 4 (FRI) |
Final Slot Adjustment
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 after transfer to finalize the number of assigned slots. |
| MAR 7 (MON) - 14 (MON) at 5PM |
Session Organization Period
Conveners should finalize the presentation format of each abstract and assign the presentation or posting order. Conveners must designate the chairperson(s) for each slot in this period. |
| MAR 22 (TUE) |
Acceptance Notification
Notification letters are distributed via emails to the contributors.
|
| MAR 24 (THU) |
Final program will be published on the website.
Name of author(s), abstract title, date and time of presentation, presentation format will be made public.
|
| MAY 13(FRI) |
Abstract Release
Abstract PDF is published on the website.
|