Standards for Session Proposals and Abstract Submissions for AGU Meetings

Note: guidelines may vary if AGU is cosponsoring a meeting with other societies. Specific guidelines for each meeting are posted on their respective Web sites.

High-Level Guidelines

  1. Session proposals and abstract submission descriptions must include a concise definition of the scientific topic.
  2. Session proposals must include a description of why the topic is relevant and timely.
  3. Session proposals must be based on scientific value; thus, celebratory or memorial sessions will not be considered for AGU meetings.
  4. Session proposals and abstracts must focus on scientific results and/or their applications.
  5. Session proposals and abstracts that are deemed to be primarily advertisements of commercial products and services will not be considered for AGU meetings.
  6. All conveners and authors listed on session proposals or abstracts must consent to being named as part of the proposal or abstract at submission time.

Obligations of the Program Committee

  1. The program committee will give unbiased consideration to all session proposals and abstracts submitted to AGU meetings, judging each on merit without regard to race, gender, religious belief, ethnic origin, citizenship, or political philosophy of the convener(s) and/or author(s).
  2. The program committee has complete responsibility and authority to accept or reject a session proposal or abstract on the basis of scientific merit or suggest modifications for consideration. An individual committee member should confer with other program committee members, including the chair, for an evaluation to use in making a decision to reject a session or abstract. The program committee is obligated to provide a reason to support modifications or suggestions.
  3. The program committee and meetings staff should not disclose any information about a session proposal or abstract under consideration to anyone other than a session convener or an abstract submitter.
  4. The program committee should respect the intellectual independence of session conveners and abstract submitters.
  5. The program committee should avoid situations of conflicts of interest. Such conflicts include, but are not limited to, handling submissions from present and former students, from colleagues with whom the committee member has recently collaborated, and from those at the same institution.

Obligations of Session Conveners

  1. Conveners are to present a concise and accurate account of the research involved as well as an objective discussion of its significance.
  2. Session proposals should contain sufficient detail and references to public sources of information.
  3. Conveners must assist in promoting their session once it is approved by the program committee.
  4. Conveners are responsible for adhering to specific guidelines and policies related to the meeting.
  5. Conveners are responsible for extending invitations to invited speakers for their session, including ensuring that invited abstracts are submitted by the abstract deadline.
  6. Conveners should be available to answer questions pertaining to the scientific scope of their session from abstract submitters.
  7. Conveners are responsible for reviewing abstracts submitted to their session.
  8. Conveners do not have the authority to reject an abstract. If an abstract is not appropriate for the session, the convener’s options are to return the abstract to the appropriate program committee member, transfer it to another session, or recommend its rejection to the program committee.
  9. Conveners are discouraged from being a presenter in the session that she/he is responsible for organizing.
  10. Conveners propose the order of the session, but the program committee is the final authority on session outline, speakers, day, time, duration, and type of session.
  11. Conveners should judge objectively the quality of an abstract and respect the intellectual independence of the authors. In no case is personal criticism appropriate.
  12. Conveners should be sensitive to the appearance of a conflict of interest if an abstract in the session is closely related to preliminary or published work by a convener.
  13. Conveners should treat abstracts as confidential documents until they are published on the AGU Web site. Abstracts should not be shown to or discussed with others except in special cases (i.e., persons from whom specific advice may be sought such as coconveners or the program committee).

Obligations of Authors

  1. Authors must present a concise and accurate account of the research performed as well as an objective discussion of its significance.
  2. Abstracts should contain sufficient detail and references to public sources of information.
  3. Authors may submit abstracts for work that has been published in journals or presented at other scientific meetings. The work should be current and provide new data and results since any previous presentations.
  4. Authors can make no changes to a paper after an abstract deadline and once it is accepted for presentation.
  5. A criticism of another accepted presentation may be justified; however, in no case is personal criticism considered acceptable.
  6. Only individuals who have significantly contributed to the research and preparation of the abstract can be listed as authors. All coauthors share responsibility for submitted abstracts. To make either an oral or poster presentation, the presenter must be listed as an author of the abstract at the time of electronic publication.
  7. The corresponding and/or submitting author accepts the responsibility of including as authors all persons who meet the criteria for authorship.