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Submission Guide

Instructions for the 2021 ASCEND Call for Content

Submission Deadline at 2000hrs EDT on 6 April

ASCEND is calling for space-related conference papers and collaborative sessions from a broad range of disciplines. There is a separate submission process for each of these contributions.

For either submission type, the following key dates and deadlines apply:

  • Submission sites open:     25 February 2021
  • Submission deadline:        2000hrs (8pm) ET on 6 April 2021
  • Notifications:                       25 May 2021
  • Manuscript Deadline:        6 October 2021
  • ASCEND Event:                   15-17 November 2021

Abstract Submission Guide

  • Requirements

    To publish and present a conference paper at ASCEND, authors must submit an abstract that meets the following requirements:

    1. Authors are strongly encouraged to use the ASCEND Abstract Template as a guide, which is available in Microsoft Word and PDF.
    2. Abstracts should contain between 500 and 1000 words. Submissions that fall outside of these parameters may be rejected at the discretion of the Topic Administrator.
    3. Abstracts must include sufficient detail to demonstrate the purpose of the paper, the intellectual foundation for the topics to be discussed, any preliminary results to date, and the expected results of the final paper. Sufficient information must be included in the submission to convince the conference organizers and reviewers that the author(s) will have a strong likelihood of completing the final paper by the final paper submission deadline.
    4. Abstracts may include supporting materials, such as figures, equations, tables, and references (see Abstract Template for details).
    5. Abstracts must be submitted as a PDF file through the ScholarOne Abstracts submission site (see the Instructions Tab below).
  • Instructions

    These instructions should be used for the submission of ASCEND conference paper abstracts, including technical papers and case studies, through the ScholarOne Abstracts submission site. The deadline for receipt of abstracts via electronic submittal is 2000hrs ET on 6 April 2021.

    The submission process is as follows:

    Step 1: Log in to the ScholarOne Abstracts site

    • Click the “Submit an Abstract” button on the Call for Papers webpage.
      • You will be prompted to log in to your AIAA account.
      • If you do not have an AIAA account, you may create one from this page.
        • PLEASE NOTE: You do not need to become a member of AIAA and there is no fee to create an account.
      • After completing your AIAA login, the ScholarOne Abstracts site will open.

    Step 2: Open the Submission Form

    • Click the Submission tab at the top of the page.
      • Review the general information about the abstract submission requirements and policies.
      • Click the “Create a New Submission” link on the left menu.
        • PLEASE NOTE: If you have previously visited the site and begun a draft submission, scroll down to the “Drafts” table and select “Edit Draft” to resume your submission.

    Step 3: Complete Each Section of the Submission Form

    • Enter the abstract’s title and the presenter’s biographical information.
    • Select the presentation type and topic area of your submission.
    • List all authors.
    • Affirm that you agree to abide by all rules and policies and attach your abstract file in PDF format.
    • Review your entries then click the “Submit” button

    Special Notes:

    • If the abstract deadline has not passed, you may revise a submitted abstract.
      • Go to “View Submissions” and select “Return to Draft”
      • Make all corrections
      • Go to Step 5, “Review & Submit,” and click the “Resubmit” button at the bottom right
    • Once the abstract submission deadline passes, authors will no longer be able to make new submissions or return previous submissions to draft for revisions.
      • Carefully proof your submission before the deadline.
    • If your submission is accepted for presentation at ASCEND:
      • The author designated as the presenter will be the only author with access to upload the final manuscript.
      • The author who submitted the abstract will have access to make updates to the title, presenter bio, and author list from the time accept notices have gone out until the published manuscript deadline.

    Review Process
    All abstracts will be evaluated by qualified individuals from industry, academia, or government. It is recommended to the Technical Program Committee to have the broadest representation of reviewers appropriate for the forum/conference. Exceptions may be made for invited abstracts. Please note that this is a review of abstracts only and that ASCEND’s meeting papers are not peer-reviewed.

    Author Notification
    Authors will be notified of abstract acceptance or rejection on or about the date listed on the ScholarOne page.

    Final Manuscript Guidelines 
    Detailed instructions and guidelines for submitting papers will be made available to authors of accepted papers. Authors must submit their final manuscripts via the ASCEND ScholarOne Abstracts site no later than the date listed on the acceptance letter.

  • Policies

    Publication Policy
    AIAA will not consider for presentation or publication any paper that has been or will be presented or published elsewhere. Authors will be required to sign a statement to this effect. AIAA policy precludes an abstract or paper from being submitted multiple times to the same Conference or Forum, or to conferences held in conjunction with other AIAA events. Overlapping submissions may result in your paper being withdrawn to avoid duplicate papers being published in the conference proceedings.

    “No Paper, No Podium” and “No Podium, No Paper” Policies
    If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at ASCEND. Also, if a paper is not presented at ASCEND, it will be withdrawn from the proceedings. It is the responsibility of those authors whose papers are accepted to ensure that one of the authors attends the conference to present the paper. These policies are intended to eliminate no-shows, to improve the quality of the conference for all participants, and to ensure that the published proceedings accurately represent the presentations made at ASCEND. Exceptions to these policies will only be made on a case-by-case basis. Contact your Topic Administrator if you have any questions.

    WARNING: Technology Transfer Considerations
    Prospective authors are reminded that technology transfer guidelines have considerably extended the time required for review of abstracts and completed papers by U.S. government agencies. Internal (company) plus external (government) reviews can consume 16 weeks or more. Government review if required is the responsibility of the author. Authors should determine the extent of approval necessary early in the paper preparation process to preclude paper withdrawals and late submissions. The conference technical committee will assume that all abstracts papers and presentations are appropriately cleared.

    International Traffic in Arms Regulations (ITAR)
    AIAA speakers and attendees are reminded that some topics discussed at conferences could be controlled by the International Traffic in Arms Regulations (ITAR). U.S. nationals (U.S. citizens and permanent residents) are responsible for ensuring that technical data they present in open sessions to non-U.S. nationals in attendance or in conference proceedings are not export restricted by the ITAR. U.S. nationals are likewise responsible for ensuring that they do not discuss ITAR export-restricted information with non-U.S. nationals in attendance.

Session Submission Guide

  • Requirements

    To lead a collaborative session at ASCEND, organizers must submit a proposal that meets the following requirements:

    1. Proposals must be submitted through the online form on the Call for Sessions page.
    2. Proposals must include sufficient detail to demonstrate the purpose of the session, the intellectual foundation for the topics to be discussed, and the expected outcomes. Sufficient information must be included in the proposal to convince the conference reviewers that the organizer(s) will have a strong likelihood of successfully planning and executing the proposed session.
    3. Submissions may include supporting materials, such as documents, websites, and references.
  • Instructions

    These instructions should be used for the submission of ASCEND collaborative session proposals through the online form. The deadline for receipt of abstracts via electronic submittal is 2000hrs ET on 6 April 2021.

    The submission process is as follows:

    Step 1: Open the Online Form

    Step 2: Complete the Submission Form

    • Click “Start Session Submission” at the bottom of the page.
      • Organizer Contact Information
      • Session Proposal
        • Session Title (Use Title Case.)
        • Session Topic (Primary/Secondary. View topics here.)
        • Session Format: Organizers may select from any of the formats listed here, or propose an alternative format of their own.
        • Requested Session Duration: Please indicate your preferred session duration of 30, 60, or 90 minutes. This selection does not guarantee that you will receive the time requested.
        • Short Session Description: Please briefly describe this session in 2-3 sentences max. This text will be visible in the online agenda.
        • Extended Session Description:
          Please describe in detail the activity proposed, including how you intend to use the requested session duration. This session description will be provided to the reviewers for consideration and will not be displayed in the online agenda.
        • Session Goal(s)/Outcome(s): Please list the learning objectives and/or tangible outcomes (technical paper or other publication).
        • Supplemental File(s): You are welcome to include additional supporting information.
        • Website URL: You are welcome to input a website URL that shares more information about your session proposal.
      • Additional Session Details
      • Participant Information
    • Click the “Submit” button at the bottom of the final page

    Special Notes:

    • You will not be able to edit a proposal after it is submitted.
    • Before submitting, you may save your proposal and return to it later:
      • Click “Save and continue later” at the bottom of the form.
      • Enter your email address and click “Save”
      • You will receive an email with a link that will re-open the form where you left off.
    • If your submission is accepted for presentation at ASCEND:
      • The primary organizer will be notified and given instructions for coordinating and hosting the session at ASCEND 2021.

    Review Process
    All proposals will be evaluated by qualified individuals from industry, academia, or government.

    Author Notification
    Organizers will be notified of proposal acceptance or rejection on or about the date listed on the Call for Content page.

    Session Coordination 
    Detailed instructions and guidelines for coordinating and hosting sessions will be made available to organizers of accepted proposals.

  • Policies

    WARNING: Technology Transfer Considerations
    Prospective organizers are reminded that technology transfer guidelines have considerably extended the time required for review of presentations by U.S. government agencies. Internal (company) plus external (government) reviews can consume 16 weeks or more. Government review, if required, is the responsibility of the organizer. Authors should determine the extent of approval necessary early in the coordination process to preclude session withdrawals. The conference technical committee will assume that all abstracts papers and presentations are appropriately cleared.

    International Traffic in Arms Regulations (ITAR)
    AIAA speakers and attendees are reminded that some topics discussed at conferences could be controlled by the International Traffic in Arms Regulations (ITAR). U.S. nationals (U.S. citizens and permanent residents) are responsible for ensuring that technical data they present in open sessions to non-U.S. nationals in attendance or in conference proceedings are not export restricted by the ITAR. U.S. nationals are likewise responsible for ensuring that they do not discuss ITAR export-restricted information with non-U.S. nationals in attendance.

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