Types of Submissions and Related Instructions 2011-2012

AT-LARGE PANELS

Description: At-Large Panels are sessions in which a limited number of papers (3 minimum, 5 maximum) are presented and the speakers focus on a common topic or theme. Topics should be conceived with a degree of breadth, aiming to present a new synthesis either by virtue of their inclusive subject range or their theoretical dimension. Panels that approach a problem either by employing a variety of methods or by the examination of diverse aspects of the topic are equally welcome. Panels are either two or two and a half hours in length. At-Large Panels are submitted anonymously by the panel organizer(s) to the Program Committee. In reviewing these submissions, the APA Program Committee examines abstracts of every talk to be presented during the proposed session as well as an overview of the session from the organizer.

How to Submit: Find the link to the submission system in the “Members Only” section of the APA web site: http://apa.press.jhu.edu/cgi-bin/home.cgi. Follow the system prompts to complete your submission. You will be required to provide:

The name, academic institution, and contact information of the organizer(s)
The name, academic institution, paper title, and length of presentation (in minutes) for each speaker
The name, academic institution, and length of presentation (in minutes) for any discussant or respondent
A 600-word Organizer's Statement (to be typed or pasted into a text box). The organizer's statement should provide a clear overview of the panel, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent. If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual.
An abstract for every paper to be presented in your session (each to be typed or pasted into a text box). Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above). Before the speakers in your session prepare their abstracts, please ask them to become familiar with the instructions for abstract authors presented in the section below [link].
Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

APA COMMITTEE PANELS

Description: These panels are organized by standing APA committees and approved by the Program Committee. All APA committee submissions are judged anonymously and require a letter of endorsement from the committee's divisional Vice President. These letters should be sent directly to the Executive Director (blistein@sas.upenn.edu). Note: Some committees issue calls for abstracts for their sessions. In these cases, abstracts accepted by the committee's organizers will be reviewed again by the Program Committee.

The name, academic institution, and contact information of the organizer(s)
The name, academic institution, paper title, and length of presentation (in minutes) for each speaker.
The name, academic institution, and length of presentation (in minutes) for any discussant or respondent
An anonymous, 600-word Organizer's Statement (to be typed or pasted into a text box). The organizer's statement should provide a clear overview of the panel, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent. If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual.
An abstract for every paper to be presented in your session (each to be typed or pasted into a text box). Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above). Before the speakers in your session prepare their abstracts, please ask them to become familiar with the instructions for abstract authors presented in the section below [link].
Confirmation that a letter of endorsement from the Committee's divisional Vice President has been requested. The Vice President should not submit the letter via the online submission system but should send it directly to the Executive Director (blistein@sas.upenn.edu).
Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

SEMINARS

Description: Seminars as a rule concentrate on more narrowly focused topics and aim at extensive discussion. In order to allow the time to be spent mainly on discussion, the APA publishes a notice about the session in advance, and organizers distribute copies of the papers to be discussed to those who request them. Attendance at a seminar will, if necessary, be limited to the first 25 people writing to the organizer. Seminars are normally three hours in length.

The name, academic institution, and contact information of the organizer(s)
The name, academic institution, paper title, and length of presentation (in minutes) for each speaker
The name, academic institution, and length of presentation (in minutes) for any discussant or respondent
A 600-word Organizer's Statement (to be typed or pasted into a text box). The organizer's statement should provide a clear overview of the seminar, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent. If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual.
An abstract for every paper to be presented in your session (each to be typed or pasted into a text box). Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above). Before the speakers in your session prepare their abstracts, please ask them to become familiar with the instructions for abstract authors presented in the section below[link].
Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

By August 1, 2011, organizers of seminars must (1) submit to the Executive Director a description (maximum 250 words) of the seminar for distribution to the members and, subsequently, (2) distribute copies of the seminar papers to the first 25 people who request them.

WORKSHOPS

Description: Workshops as a rule concentrate on timely pedagogical issues, recently published books of broad interest in the field, or major research projects of interest to a broad spectrum of the membership. Workshops usually involve a major presentation by the organizer(s), followed by a lengthy discussion period.

The name, academic institution, and contact information of the organizer(s)
The name, academic institution, paper title, and length of presentation (in minutes) for each speaker
The name, academic institution, and length of presentation (in minutes) for any discussant or respondent
A 600-word Organizer's Statement (to be typed or pasted into a text box). The organizer's statement should provide a clear overview of the workshop, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent. If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual.
An abstract for every paper to be presented in your session (each to be typed or pasted into a text box). Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above). Before the speakers in your session prepare their abstracts, please ask them to become familiar with the instructions for abstract authors presented in the section below [link]. Note: The Program Committee is aware that if a particular workshop’s format does not call for panelists to give substantive talks, the organizer may submit very short abstracts. In such cases, however, the organizer’s statement must justify the format and explain why regular abstracts are not being provided.
Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

ORGANIZER-REFEREED PANELS

Description: Organizer-Refereed Panels are approved by the Program Committee for presentation at a future Annual Meeting at least 18 months before that meeting takes place. For example, a member wishing to hold an Organizer-Refereed Panel at the January 2013 meeting must submit his or her proposal in March 2011 for review by the Committee in April 2011. After approval, the Program Committee delegates all discretionary responsibility for selection of abstracts and discussants to the panel organizer(s). However, in order to ensure anonymity, all abstracts are submitted to the Executive Director's office and are then forwarded anonymously to the panel organizer(s).

How to submit a proposal for a new Organizer-Refereed Panel: Find the link to the submission system in the “Members Only” section of the APA web site: http://apa.press.jhu.edu/cgi-bin/home.cgi. Follow the system prompts to complete your submission. You will be required to provide:

The name, academic institution, and contact information of the organizer(s)
A 600-word Organizer's Statement (to be typed or pasted into a text box) that preserves the anonymity of the organizer(s) and provides a scholarly rationale for the panel, including some indication of the timeliness of the topic. The proposal should outline the major questions or issues that the organizer hopes to see addressed in the abstracts that are ultimately submitted.

The Program Committee will consider these proposals at its meeting in April and will notify in May the organizers of the panels selected for presentation at the 2013 meeting. This notice will include a list of deadlines and procedural guidelines. It will also request a shortened version of the panel description to be used as a call for abstracts in fall 2011. [The deadline for the receipt of the text for the Call for Papers in the Executive Director's Office is September 16, 2011.]

How to submit a report on a previously chartered Organizer-Refereed Panel: Find the link to the submission system in the “Members Only” section of the APA web site: http://apa.press.jhu.edu/cgi-bin/home.cgi. Follow the system prompts to complete your submission. You will be required to provide:

The name, academic institution, and contact information of the organizer(s)
The number of abstracts you received and the number you accepted for presentation (Note that the panel must be cancelled if the organizers deem fewer than 3 abstracts acceptable for presentation.)
The name and academic institution of every reviewer of these abstracts
The name, academic institution, paper title, and length of presentation (in minutes) for each speaker
The name, academic institution, and length of presentation (in minutes) for any discussant or respondent
Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

AFFILIATED GROUPS

Description: An affiliated group is a group having an organizational structure independent of the APA. The affiliated group has a common purpose and/or scholarly interest, usually representing a special field or ancillary discipline. Affiliated groups maintain membership lists, and the majority charge dues and circulate newsletters. Affiliated groups are chartered for five-year periods for participation in the APA/AIA Joint Annual Meeting. The five-year charters are of two types: Category I and Category II.

The following groups currently have charters from the Program Committee:

Category I

American Academy in Rome
American School of Classical Studies at Athens
Associated Colleges of the Midwest/Great Lakes Colleges Association
Classical Association of the Middle West and South
College Year in Athens
Etruscan Foundation
Forum for Classics, Libraries, and Scholarly Communication
INSTAP Study Center for East Crete
Intercollegiate Center for Classical Studies in Rome
National Committee for Latin and Greek

Category II

American Association for Neo-Latin Studies
American Classical League
American Society of Greek and Latin Epigraphy
American Society of Papyrologists
Eta Sigma Phi
Friends of Numismatics
International Plutarch Society
International Society for Neoplatonic Studies
Lambda Classical Caucus
Medieval Latin Studies Group
Society for Ancient Greek Philosophy
Society for Ancient Medicine and Pharmacy
Society for Ancient Mediterranean Religions
Society for Late Antiquity
Society for the Oral Reading of Greek and Latin Literature
Society for the Study of Greek and Latin Languages and Linguistics
Vergilian Society
Women's Classical Caucus

A Category I charter entitles the affiliated group to meeting space, on a space-available basis, at the APA/AIA Joint Annual Meeting for a business meeting and/or reception, provided the affiliated group has no outstanding financial obligations to the APA. The business meeting and/or reception will be noted on the APA Annual Meeting Program.

A Category II affiliation, in addition to all the privileges of a Category I charter, also entitles the affiliated group to a panel or paper session listing on the APA Program, provided the papers for these sessions are anonymously refereed by the affiliated group. Abstracts for affiliated group panels are submitted directly to the designated organizers. Please note the following rules regarding affiliated group panels:

Panel organizers have the right to cancel their panels if submitted abstracts are, in their judgment, insufficient in number, quality, or relevance to constitute a valid panel. The panel must be canceled if the organizers receive fewer than 4 abstracts for consideration or accept fewer than 3.
Only papers submitted anonymously by the announced deadline and accepted through a process of anonymous review may be presented.
Although the organizers may appoint presiders and discussants/respondents for their sessions, invited talks are not permitted.
Reviewers and organizers may not present papers although they may serve as discussants/respondents.
At least two reviewers must be appointed by the organizer(s), and all reviewers must review every abstract submitted for the session. The organizer who receives the abstracts cannot serve as a reviewer
If a paper is accepted for an Affiliated Group Panel, a member may not submit another abstract for consideration by the Program Committee for a regular paper session. Members wishing to present a paper in a panel organized by an affiliated group must have paid APA membership dues for 2011. A presenter who is responding to a call for abstracts from an affiliated group is not eligible for a waiver of the membership requirement.

How to submit a report on an Affiliated Group Panel: Find the link to the submission system in the “Members Only” section of the APA web site: http://apa.press.jhu.edu/cgi-bin/home.cgi. Follow the system prompts to complete your submission. You will be required to provide:

The number of abstracts you received and the number you accepted for presentation
The name and academic institution of the organizer who received abstract submissions
The name and academic institution of every reviewer of these abstracts
The name, academic institution, paper title, and length of presentation (in minutes) for each speaker
The name, academic institution, and length of presentation (in minutes) for any discussant or respondent
Speakers' audio-visual needs (if any).

How to submit an application for recognition as a five-year affiliated group (2013 -2017 Annual Meetings): Find the link for submission of an application to form an affiliated group in the “Members Only” section of the APA web site: http://apa.press.jhu.edu/cgi-bin/home.cgi. Follow the system prompts to complete your submission. You will be required to provide:

For a Category I Charter:

the scholarly purpose and composition of the group
the present leadership organization and structure of the group
past and proposed activities at the Annual Meeting

For a Category II Charter:

An explanation of the research focus and scholarly purpose of the group in which the following questions are answered:
- How does your topic contribute to Classical Studies?
- What kinds of activity will be represented by the membership of the group?
A plan for leadership: Several formats are possible and the Program Committee will be quite flexible about endorsing well justified structures that appear to meet the group's needs. The plan must include:
- identification of some administrative officer to ensure a continuing identity for the group
- a provision for sharing and rotating responsibility among decision makers
- a guarantee that the participation of younger scholars will be encouraged and respected

A plan for refereeing abstracts: To ensure double-blind refereeing, some officer who is not a referee should be designated to receive and distribute papers and to announce decisions. The statement should mention how referees are to be selected from among the membership of the group; by what means their opinions will be coordinated; and how they will report their decisions. It would be an added advantage if referees could provide substantive comments on papers they do not accept.

ADDITIONAL POLICIES PERTAINING TO AFFILIATED GROUPS

All financial indebtedness to the APA must be discharged before a new program session or any other Annual Meeting Program activity will be scheduled. Please note in particular that affiliated groups are responsible for the cost of audio/visual equipment and labor for their sessions.
No session will be listed in the APA Annual Meeting Program that has not previously provided an open announcement of its officers and topic for that year, and description of procedures for anonymous refereeing.
In order to fulfill its legal obligations, the APA is required to reserve the right of final approval for all activities scheduled at the Annual Meeting.
No member may submit more than one abstract at a given deadline or make more than one appearance on the Program. Violations of the multiple submissions rule may result in the invalidation of BOTH submissions.
All General Requirements (e.g., APA Membership, Annual Meeting Registration, Single Appearance, etc.) for participation on the APA Annual Meeting Program also pertain to Affiliated Groups.
During the period of the group's charter, it is essential that the organizers of affiliated groups notify the APA Office of any changes in the names or addresses of responsible officers.

JOINT SESSIONS

Description: The APA Program Committee encourages APA members to organize joint panels, seminars, or workshops in cooperation with AIA members. Submissions must be made to both organizations and conform to the guidelines of both the APA and the AIA. No limit has been placed on the number of such sessions that can be scheduled each year. Important Note: The Program Committees of the two societies review each proposal independently. Depending on the outcomes of these deliberations, a particular session may be accepted for both programs, for only one program, or for neither.

How to Submit: There is no separate process to submit a joint session. Locate the instructions above for your type of submission, and be sure to answer “yes” when the system asks if you are also submitting to the AIA. Please consult AIA guidelines for details on their submission process.

ROUNDTABLE DISCUSSION SESSIONS

Description: This 90-minute joint session with the AIA consists of a number of tables devoted to discussions of a variety of topics, with at least one discussion leader for each topic. Members are invited to propose themselves as roundtable discussion leaders. Topics may be the leader's area of scholarly interest or an issue important to the profession. Since certain topics lend themselves to presentation by more than one leader, proposals for multiple leaders are welcome. (In cases of multiple leadership, only one is required to be an APA member.) The Program Committee believes that these sessions can provide an excellent opportunity for those in early stages of their careers (both graduate students and recent Ph.D.'s) to interact with established scholars in a less formal environment than a session or a job interview. Leadership of a roundtable discussion does not count as an "appearance" on the annual meeting program.

How to submit: Find the link to the submission system in the “Members Only” section of the APA web site: http://apa.press.jhu.edu/cgi-bin/home.cgi. Follow the system prompts to complete your submission. You will be required to provide:

The name, academic institution, and contact information of the organizer(s)
A brief (50-100 word) description of a suitable topic for a roundtable

INDIVIDUAL PAPERS

Oral Presentations

The Program Committee welcomes paper submissions from individual members for oral presentation. A maximum of 15 minutes will be allotted for the delivery of accepted papers, and the Program Committee reserves the right to limit the audio/visual equipment requested.

Papers to Be Read by Title

Members may submit abstracts for papers to be listed in the Annual Meeting Program and published in the Abstracts book, but not to be presented orally at the Annual Meeting. In cases where the Program Committee does not think an abstract suitable for oral presentation, it reserves the right to accept it as a paper to be read by title.

The deadline for individual abstracts will be 5:00 p.m. Eastern Time on May 18, 2011. Instructions for online submissions will be posted on the APA web site by April 1, 2011.

INSTRUCTIONS FOR ABSTRACT AUTHORS

Before preparing your abstract please review the instructions below as well as the suggestions for the preparation of abstracts that the Program Committee developed in conjunction with its workshop on abstract writing at the 2010 Annual Meeting.

Content of Abstracts

The abstract should contain the following information:

a clear initial statement of purpose,
a brief explanation of the abstract's relationship to the previous literature on the topic, including direct citations of any important literature (see "Citations of Literature" below)
a summary of the argumentation
some examples to be used in the argumentation.

The abstract should make it clear that the paper is suitable for oral presentation within the time limit (maximum time is 15 minutes).

Format of Abstracts

Abstracts must be no more than 650 words, not including bibliography. See the next paragraph concerning the submission of bibliographical information.
The author's name should not appear on any copy of the abstract. However the title of the abstract should be in the upper-right-hand corner.

Citations of Literature

For documentation, footnotes should not be used. Incorporate citations into the text of the abstract. In citing bibliography in the text, brief parenthetical references usually suffice, but be sure that these are intelligible. List complete bibliographical citations of the most important works in the separate text box provided, and refer to these in your abstract by author's name and, when necessary, date. Note, however, that the abstract itself may not exceed 650 words. Please Note: Authors may cite relevant work that they have already published, but these citations should be in the same format as any other author's, i.e., in the third person.

Online Submission of Abstracts

Abstracts must be submitted online, and submission must be complete by 5:00 p.m. Eastern Time on May 18, 2011. Access to the online submission page is through the "Members Only" section of the APA web site. To reach this page, members must be in good standing for 2011 (dues paid through December 31, 2011), and it can take up to five business days after its receipt of dues payment for the Johns Hopkins University Press to provide access. Members are therefore urged to check their status as soon as possible and to begin abstract submission before the deadline date. See these instructions for details.

Last updated May 02, 2011.

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