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Annual Meetings


2013 HFES International AM Logo

2013 International Annual Meeting of the Human Factors and Ergonomics Society
September 30-October 4, 2013
Hilton San Diego Bayfront
San Diego, California, USA

2013 Call for Proposals


PAST SUBMITTERS: GO DIRECTLY TO "ONLINE SUBMISSION GUIDELINES AND INSTRUCTIONS"

NEW SUBMITTERS: PLEASE REVIEW ALL THE INFORMATION ON THIS PAGE

CONTENTS
Key Dates
HFES Policies
Elements of the Annual Meeting Proposal
Choosing the Appropriate Presentation Type
Choosing the Appropriate Technical Area
About Blind Review
Information for Student Submitters
Publication Requirements
Online Submissions Guidelines and Instructions
Formatting and Page Limit
Helpful Links
Step-by-Step Instructions
E-mail Coorespondence
Questions?

KEY DATES

Proposals (all presentation types) due EXTENDED - February 25, 5:00 p.m. PST
Accept/reject letters sent April 22
Proceedings paper prep instructions available April 30
Proceedings papers due June 24
Early registration deadline August 19

HFES invites proposals for the 2013 International Annual Meeting, particularly submissions from professionals in related fields. Membership is not required to participate as an author or reviewer. View the descriptions of HFES Technical Groups to determine if there is a match between your work and the interest areas of HF/E researchers and practitioners.

HFES POLICIES

  • Proposals must conform to the requirements in this Call for Proposals.
  • Proposals must describe completed work (except Student Forum submissions; see below).
  • Work that has been submitted to another conference, or is currently under review by another forum, cannot be submitted.
  • Refer to the HFES Code of Ethics prior to submitting your work.
  • Obtain any necessary internal approval (from your employer/institution) of your work BEFORE you submit a proposal.
  • HFES assumes that all coauthors of your submission have given their consent to submit and, if accepted, publish the paper in the annual meeting proceedings.
  • At least one of the authors of the accepted work MUST attend the meeting and present it. Presenters are required to pay the registration fee.

ELEMENTS OF THE ANNUAL MEETING PROPOSAL

HFES International Annual Meeting proposals consist of three elements: the proposers' contact information, an abstract, and a summary that when combined and formatted do not exceed five pages.

Abstract. Address all the important points succinctly in about 150 words. If your proposal is accepted, the abstract will be available for viewing in the online preliminary program. In addition, Technical Group newsletter editors and others use these abstracts in their publications and on their Web sites.

Summary. The summary is the key item that reviewers use in their evaluations. It must include sufficient detail about the work to permit a meaningful review. In the summary, clearly indicate (a) the purpose of your work or proposal, (b) what you did (experiment, literature analysis, or information synthesis), and (c) results or key findings from your work. Failure to provide an adequate summary could lead to rejection of your proposal.

References. Add key references and citations where necessary. The omission of references may cause your submission to be rejected.

Tables and figures. You may submit tables, illustrations, and/or figures if they substantially clarify the method or results. Combined, your proposal title, abstract, summary, tables, and figures must not exceed five pages when formatted according to the requirements specified for your preferred presentation type.

Research Papers
Summaries of research papers should contain the following, as appropriate:

  • Introduction: General statement to orient the reader to the specific problem, research strategy, and relevant literature.
  • Method: How the study was conducted, including participants, apparatus, and procedure. State exactly what independent and dependent variables are included in your research.
  • Results: Summarize the data collected and the statistical treatments and effects.
  • Discussion: Describe your inferences from the results and their implications.
  • References, tables, figures: Provide full references for all citations used in this proposal. References should be styled according to the latest edition of the American Psychological Association Publication Manual (6th ed.).

Practice-Oriented Papers
Although many papers accepted for the International Annual Meeting describe results of empirical research, papers that focus on the practice of human factors in education, industry, government, and other environments are encouraged. Examples might include

  • Critical analyses of problem or technology-application areas
  • Summaries of advances in human factors processes, procedures, and tools and methods of using them
  • Field studies
  • Critiques of existing research
  • "Lessons learned" discussions of human factors successes or failures

Practice-oriented papers should emphasize information that could be used readily by practitioners (e.g., new approaches, methods, strategies, or techniques), not merely report on a project one has completed. The practice-oriented paper requirements are slightly different from those for research proposals:

  • Introduction: General statement to orient the reader to the area of your study.
  • Practice innovation: Exactly what your paper will demonstrate or explain. Sources of information: How and where you have gathered relevant information, or a detailed description of your idea, product, system, or concept.
  • Findings: A summary of the information you have gathered.
  • Discussion: Practical applications and implications drawn from the findings.
  • References, tables, figures: Provide full references for all citations used in this proposal. References should be styled according to the American Psychological Association Publication Manual (6th ed.).

Theoretical Papers
The Technical Program Committee encourages submissions that make important theoretical contributions to the areas of human factors/ergonomics. We encourage both papers that advance a particular theoretical perspective and those that report on systematic evaluations of alternative theories in a given domain. Simple literature reviews and surveys that do not make additional theoretical contributions are not considered appropriate for submissions to the Annual Meeting. (Note: adapted from APA guidelines for Psychological Review)

Format theoretical papers according to the following sections/headings:

  • Introduction/thesis: Introduce topic area, background information, and goal of paper. Describe theoretical proposition(s) and/or
    argument(s) of the paper.
  • Review: Sources of information: Describe literature and other resources used to support thesis.
  • New contribution: A summary of the theoretical contribution made by your thesis.
  • Discussion: Conclusions and practical applications of theoretical contribution to the field of human factors/ergonomics.
  • References, tables, figures: Provide full references for all citations used in this proposal. References should be styled according to the American Psychological Association Publication Manual (6th ed.).

CHOOSING THE APPROPRIATE PRESENTATION TYPE

Select the presentation type that best matches the nature of the material you are submitting as well as the objective(s) of your presentation. The available presentation types are shown below; read the submission requirements for all presentation types before preparing your proposal.

  • Alternative Format
  • Demonstration
  • Discussion Panel
  • Invited Symposium
  • Lecture
  • Poster
  • Workshop

CHOOSING THE APPROPRIATE TECHNICAL AREA

HFES has 23 Technical Groups (TGs) that are concerned with the human factors/ergonomics aspects of specific application areas. Descriptions of these groups may be found at the HFES Web site. Submit your proposal to the TG that most closely fits your topic (see the Technical Group descriptions), OR to General Sessions if the proposal has clear applicability to multiple TGs or falls outside the existing TG structure.

If you have questions about the suitability of your proposal for a technical group, contact the appropriate Technical Group Program Chair.

Submitting the same proposal to more than one TG will result in immediate rejection of your proposal.

ABOUT BLIND REVIEW

Most submissions to the 2013 HFES International Annual Meeting will undergo double-blind review (the authors and reviewers are not known to one another). Exceptions include discussion panels and workshops, for which the names and experiences of the participants are crucial to evaluating the submission. Regardless of presentation type (lecture, discussion panel), reviewers' identities are not revealed to the authors.

As stated in the instructions for certain types of presentation types, when formatting your proposal for uploading, remove all authors' names and affiliations. (The database captures this information for tracking purposes, but it should not appear in your submission.)

INFORMATION FOR STUDENT SUBMITTERS

Students may select the option "Student Work" (vs. "Nonstudent Work") during online submission and the Technical Group Program Chairs, reviewers and award selection committees take this information into consideration.

Student Forum Sessions
This forum accepts proposals of student work for a "Student Work Only" lecture session. Submission of completed work is desirable; however, work in progress will also be accepted. The format of the session will be such that feedback on work in progress can be freely given. There will be at least one student reviewer for each submission. Work submitted to a student forum cannot be considered for HFES or Technical Group student awards.

HFES Alphonse Chapanis Best Student Paper Award
This award provides a certificate and $1,000 cash gift to the student or students who conduct outstanding human factors research that is accepted for the annual meeting, presented before the Chapanis Award Committee, and judged to be the best student paper presented at the meeting. If your student proposal is accepted, you may apply for the Chapanis Award when you submit your final proceedings paper. Details of the eligibility requirements for the Chapanis Award are here: HFES Alphonse Chapanis Best Student Paper Award.

Technical Group Student Paper Awards
Some HFES Technical Groups also offer best annual meeting paper awards. If you are interested in having your accepted paper considered for one of these awards, be sure to select "Student Work" in the online submission system when uploading your proposal.

PUBLICATION REQUIREMENTS

If your proposal is accepted, you will receive an e-mail message instructing you how to submit your final paper for the annual meeting proceedings. HFES strongly encourages all accepted authors (except workshop presenters) to submit a proceedings paper. There is an absolute five-page limit for proceedings papers; the page limit is strictly enforced. Completed papers are due June 24, 2013. HFES reserves the right to cancel publication if papers are received after June 24.

Note that HFES requires a transfer of copyright except in certain cases. Please review the terms in the HFES Copyright Transfer Form and contact Communications Director Lois Smith (lois@hfes.org, 310/394-1811) if you have questions.

ONLINE SUBMISSION GUIDELINES AND INSTRUCTIONS

Before logging in to the submission/review site,

  • Upload your proposal no later than 5:00 p.m. PST on Thursday, February 21, 2013. Don't wait until the last minute; if you encounter problems, your submission may not be entered in the database in time to undergo review.
  • Choose a presentation type (lecture, poster, discussion panel, etc.).
  • Choose a Technical Group (or General Sessions or Student Forum) to which to submit the proposal.
  • Format your submission according to the guidelines and submission requirements for each presentation type.
  • Have your formatted proposal ready on your desktop for uploading.
  • Be ready to input the full names and affiliations of all your coauthors.
  • If you are the organizer of an Invited Symposium session, for each individual presentation in the session, be prepared to enter the title, primary author, and author's e-mail address for each individual presentation in the symposium. Each author will then receive a login ID to enter the submission site to complete his/her individual presentation submission. Be sure to coordinate with your presentation authors to ensure that they upload their submissions by the February 21 deadline.

FORMATTING AND PAGE LIMIT

Your proposal submission must not exceed five pages in length when prepared according to the formatting instructions. The only exception is Workshop proposals, which require more information.

Except for Discussion Panels and Workshops, author names and affiliations should be eliminated from the formatted document. Your proposal may undergo double-blind review. (If your proposal is accepted, you will be instructed to add author names and affiliations to your final proceedings paper.)

To ensure optimum readability, the type size for your abstract and main text must be at least 10 points and at least 8 point for references.

HELPFUL LINKS

STEP-BY-STEP INSTRUCTIONS

To ensure prompt review of your proposal, please follow these instructions:

  • Prepare your submission according to the formatting guidelines. A Word document containing default formatting is provided to expedite this process. NOTE: All submissions should be formatted for U.S. letter-sized paper (8.5 x 11 inches).
    The submission site accepts Microsoft Word and other document formats, which are then converted to PDF after they are uploaded. Occasionally the conversion process results in changes to your layout (most commonly, the addition of a sixth page). If you have the capability, HFES recommends that you convert the document to PDF before uploading it.
  • Go to the HFES Submissions site. All passwords from previous meetings have been removed. Create a username and password and save the information in a safe place; you'll need it to log in again to check status.
  • Select the appropriate Presentation Type from the pull-down menu at the online submission site.
  • View the descriptions of topic coverage of the Society's 23 Technical Groups. Then select only one of the following Technical Areas for your paper from the pull-down menu. This automatically directs your proposal to the program chair for that area. If the program chair who receives your proposal feels it would fit better in another technical area, he or she may redirect it to that group. You will receive an automated message via e-mail should that occur.
  • Indicate a secondary technical area by selecting one item from the pull-down menu. This will help the Technical Group program chairs avoid topic overlaps. NOTE: Your proposal will be sent to the program chair of the technical group you selected in the primary technical area, not the secondary area.
  • Select "Research Oriented," "Practice Oriented," or "Theoretically Oriented."
  • Select either "Student Work" or "Nonstudent Work." This assists program chairs and reviewers during the proposal evaluation stage. Accepted Student Work proposals may be scheduled in the Student Forum track.
  • The system automatically sends you a confirmation message by e-mail when your proposal has been uploaded successfully. Keep this for your files. You may log in to the system at any time to view the status of your proposal.

E-MAIL COORESPONDENCE

All communication about your proposal (e.g., confirmation of receipt, acceptance/rejection notices) will be sent by the online submission system via e-mail. The sender is HFES2013@mirasmart.com. Be sure to adjust your spam-filtering or firewall settings to prevent interference with e-mail messages from HFES2013@mirasmart.com.

Whenever messages are sent to you from HFES2013@mirasmart.com, you will be directed to click a Web page link to confirm receipt. This creates a log of e-mails that you can view any time by selecting "Email History" on the "My Submissions" page.

If any of your contact information changes during the review process, be sure to log back into the online submission system and update your record. HFES is not responsible in the event communication about your proposal fails to reach you because of incorrect contact information in the online database.

QUESTIONS?

Questions about any aspect of the 2013 International Annual Meeting submission/review process may be directed to HFES Communications Director Lois Smith (310/394-1811) or Technical Program Committee Chair Christopher Mayhorn.