How it works

AbstractWiz is an online platform that allows conference committees to review proposals (abstracts) for inclusion in the conference programme. These proposals are submitted in the form of a short summary of the full presentation including authors. This is referred to as an abstract within the context of the abstract submission and review system.

Authors may submit their abstracts by creating an account on the system and then submitting their abstract/s for review. Pre-defined reviewers may then review the abstracts allocated to them, by submitting a rating. These review may be configured to be blind reviews so that the reviewers will not see who the authors are.

After submission and review is finalized, it would be the task of the committee to decide which abstracts to accept for inclusion in the conference programme. Abstracts may also be sent back for amendments if amendments is required by the authors.

The submission and review process is illustrated by means of the following diagrams:

 

Abstract submission & review

The status that an abstract submission may have includes:

Initial state - abstract has been added but not yet submitted for review

Abstract submitted - abstract has been submitted for review

Abstract amendments - author is requested to make amendments and re-submit

Abstract accepted - abstract is accepted and author may be requested to upload paper

Abstract declined - abstract will not be included in the conference proceedings

 

Paper submission & review

The system can be configured to request papers as part of the original abstract submissions or authors may be requested to upload papers only for accepted abstracts.

Papers submitted for accepted abstracts, may have the following status's:

 Paper submitted - paper has been uploaded and submitted for review

 Paper amendments - author is requested to make amendments and re-submit

 Paper accepted - paper is accepted

 Paper declined - paper is declined

Submit abstract for review

Authors can submit abstracts electronically by following these steps:

  • Create account

    Create a log in account by following the abstract registration link for the event.

  • Log in

    Log into the system by entering your email address and password.

  • Add abstract

    Go to 'My abstracts' in the menu and click on the 'Add abstract' button

  • Submit for review

    Once you are satisfied with your abstract, you need to submit it to the reviewers by clicking on the 'Submit for review' button.

 

Upload and submit paper

If your abstract is accepted, you may be requested to upload a full paper. This will be communicated to you if required.

Make sure to read the prescribed format for paper submission if supplied. The steps to submit a paper are as follows:

  • Log in

    Log into the system by entering your email address and password.

  • Open abstract

    Go to 'My abstracts' in the menu and open your abstract by clicking on the title.

  • Upload paper

    Click on the 'Upload & Submit Paper' button above your abstract in order to select the document to upload and submit.

 

Add event

The steps for adding and configuring an event are as follows:

  • Create account

    Create an account on the AbstractWiz website.

  • Log in

    Log in by entering your email address and password if prompted.

  • Add event

    Follow the 'My Events' link in the top menu and click on the 'Add Event' button. Add any number of categories into which abstracts can be submitted.

 

After adding your event you may edit it at eny time. Also choose to add additional fields to capture and assign reviewers or committee members by following links in the the event menu which can be accessed after clicking on a particular event.

Add additional fields

It is possible to add any number of additional fields to capture on the abstract submission form:

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List additional fields

    Follow the 'Additional fields' link in the event menu in order to view a list of all additional fields.

  • Add field

    Click on the 'Create field' button and specify the type of field that you would like to add by completing and submitting the form.

 

Add committee member

Committee members have access to all abtract submissions and may make the final decision on wether to accept an abstract.

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List committee members

    Follow the 'Assign committee' link in the event menu in order to view a list of all committee members.

  • Add committee member

    Click on the 'Add committee member' button and complete the form.

     

    Note that the committee member will be notified of the assignment and prompted to confirm their new account if one does not allready exist.

 

Assign reviewer

Reviewers can be assigned to sub-sets of abstract submissions and they are required to review abstracts in order to help the committee members make a final decision.

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List reviewers

    Follow the 'Assign reviewer' link in the event menu in order to view a list of all reviewers.

  • Add reviewer

    Click on the 'Add reviewer' button and choose to assign the reviewer from the following options:

       - All abstracts: The reviewer will have access to all abstracts for the event

       - Categories: Reviewer will have access to only the abstracts submitted within specific categories.

       - Abstracts: Choose to assign the reviewer only to specific abstract submissions

     

    Note that the reviewer will be notified of the assignment and prompted to confirm their new account if one does not allready exist.

 

List reviews

All reviews can be displayed in a summarized format. There are lists for abstract and for paper reviews:

 

Abstract reviews

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List reviews

    Follow the 'Abstract reviews' link in the event menu in order to view a list of all reviews.

  • Filter on reviews

    You may filter on specific reviews by searching for any term using the search box above the table.

 

Paper reviews

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List reviews

    Follow the 'Paper reviews' link in the event menu in order to view a list of all reviews.

  • Filter on reviews

    You may filter on specific reviews by searching for any term using the search box above the table.

 

List abstracts

All abstract submission are displayed in a table format.

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List abstracts

    Follow the 'All abstracts' link in the event menu in order to view a list of all abstracts.

  • Filter on abstracts

    You may filter on specific abstracts by searching for any term using the search box above the table.

  • Open abstract

    Open an abstract by clicking on it's title.

 

Send bulk email

Bulk email can be sent to sub-sets of abstract owners on the system. An abstract owner is the individual who added his/her abstract on the system.

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • Open bulk email feature

    Follow the 'Bulk email' link in the event menu in order to view a list of all abstracts for which a bulk email may be sent.

  • Filter on abstract owners

    Filter on a combination of 'status', 'category', and 'presentation method' by using the filters above the table.

  • Send bulk email

    Click on the 'Send email to filtered list' button and complete and submit the form.

Export abstracts & papers

Ons can export the full database of abstract submission in CSV (Comma Seperated Value) format for further processing in a spreadsheet applications. Similarly, accepted papers may be exported in order to download to a local PC.

 

Export abstracts

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List abstracts

    Follow the 'All abstracts' link in the event menu in order to view a list of all abstracts.

  • Exort all abstracts

    Click the 'Export all abstracts' button below the list of abstracts.

  • Save file

    Choose to save the file to your computer or open directly.

 

Export papers

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • List abstracts

    Follow the 'All abstracts' link in the event menu in order to view a list of all abstracts.

  • Export accepted papers

    Click the 'Export accepted papers' button below the list of abstracts.

  • Save file

    Choose to save the zip file to your computer and then extract the contents by using any extraction utility.

 

Print abstract book

This function prints a list of all accepted abstracts.

  • Open event

    Follow the 'My Events' link in the top menu and click on the title of the event you would like to manage.

  • Print abstract book

    Follow the 'Abstract book' link in the event menu in order to view a list of all accepted abstracts. This may be printed using the print menu in your browser.

Review abstract

Reviewers will be invited by the organizing committee and assigned to a sub-set of abstracts to review. The steps for performing a review are explained below.

  • Log in

    Log into the system by entering your email address and password.

  • Access your review list

    View the abstracts assigned to you for review by following 'My Review List' in the menu.

  • Open abstract

    For each abstract that has a required action of 'Add review' in the 'Action required' column, you may open the abstract by clicking on it's title.

  • Submit review

    Review the contents of the abstract and add your rating and recommendation by clicking on the 'Add abstract review' button and completing the form.

 

Make decision

The event organiser and committee members may make the final decision on wether to include and abstract in the conference programme. These decisions may be based on the recommendations from the reviewers if this has been configured.

  • Log in

    Log into the system by entering your email address and password.

  • Access your review list

    View the abstracts assigned to you by following 'My Review List' in the menu.

  • Open abstract

    For each abstract that has a required action of 'Make decision' in the 'Action required' column, you may open the abstract by clicking on it's title.

  • Make decision

    Review the contents of the abstract and any reviews that may have been added in making your decision by choosing from the following:

       - Accept: Accept the abstract and choose the category and presentation method.

       - Send back for amendments: Requires the author to make amendments. Remember to add instructions.

       - Decline: Abstract will be declined.