Submission Instructions

Step-by-Step Submission Instructions

Instructions
Upload your proposal no later than 6:00 p.m. Eastern time on the deadline date of Monday, February 24, 2020. 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.
 
Before logging in to the submission/review site:

  • Determine your preferred presentation type (lecture, poster, discussion panel, etc.).
  • Determine the most suitable Technical Area (or select General Sessions, Student Forum, or Workshop) to which to submit the proposal. Your proposal will automatically be submitted 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.
  • Have your formatted proposal ready on your desktop for uploading. Microsoft Word and PDF are the preferred document formats.
  • Be ready to input the full names and affiliations of all your coauthors. In the case of Discussion Panels, each panelist is considered a coauthor.
  • 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.

You will receive an e-mail from the submission site when the proposal has been successfully submitted. Maintain this confirmation email for your files. You may log in to the system at any time to view the status of your proposal.
 
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, or contact HFES to update it for you.
 
Information for Student Submitters
Students may select the option "Student Work" (vs. "Nonstudent Work") during online submission. The TG 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 or panel session. NOTE: Posters are not eligible for Student Forum sessions. 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 the Student Forum cannot be considered for HFES or TG student awards.
 
HFES Alphonse Chapanis Best Student Paper Award 
This award provides a certificate and $2,000 cash prize 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. 

 

Proposals submitted to the Student Forum will not be considered for the Best Paper Award; proposals must be completed work submitted to a Technical Group. Eligibility requirements and other information regarding the Chapanis Award will be provided with details for submitting a final proceedings paper.
 
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. The five-page limit is strictly enforced. Completed papers are due May 25, 2020. HFES reserves the right to cancel publication if papers are received after May 25.
 
Note that HFES requires a transfer of copyright to publish your paper in the Annual Meeting Proceedings. The form will be provided with instructions for submitting the final paper.
 
A transfer of copyright extends the following rights to the author:

  • All contributed proprietary rights except copyright; such rights include patent rights
  • Right to reproduce the paper for limited internal distribution or for other personal and noncommercial use 

Exceptions to the transfer of copyright include work for which the PRIMARY author

  • is an employee of a U.S. government agency
  • is not a government employee but performed 100% of the work under government contract
  • is employed by, or performed the work for, the government of another country (e.g., Crown copyright for UK, Canada, or Australia)

Other exceptions may apply. Please contact Alexis Bauer Kolak if you have questions about transferring copyright of your paper to HFES.
 
FAQ: Publication of Accepted Work in the Proceedings
 
May I publish the research in my HFES Annual Meeting Proceedings paper in Human Factors and the Journal of Cognitive Engineering and Decision Making? 
Suitably revised papers printed in the HFES Annual Meeting Proceedings may be submitted for consideration in Human Factors and the Journal of Cognitive Engineering and Decision Making.
 
What does "suitably revised" mean? 
Human Factors and the Journal of Cognitive Engineering and Decision Making publish original, previously unpublished work that represents theoretical and practical advances. Papers published in these journals must adhere to the ethical guidelines regarding duplicate publication as described in the code of conduct of the American Psychological Association (the Publication Manual of the APA has a detailed discussion).
 
Although duplicate publication of data is generally prohibited (in part because of issues raised for meta-analyses), the ethical standards allow for some exceptions when the data that were previously published are presented in a different way that represents a significant advance of theory or practice, and there is proper acknowledgement that the data were previously published elsewhere. Solely adding length to a proceedings paper typically is not sufficient to warrant publication in the journals. The key consideration is whether the publication represents a significant advance beyond what has been published previously, such as introducing new data or reanalyzing or reframing previous data in light of current theory and practice. Authors who are uncertain about whether their paper is suitably revised may contact the journal's editor in chief.
 
For the HFES Proceedings, can I publish a summary of the Annual Meeting proposal I submitted for review? 
Yes. Once a proposal for a conference presentation is accepted for the HFES Annual Meeting, authors have the option to publish a proceedings paper of up to five formatted pages or a one-page extended abstract similar to this example. Regardless of the eventual publication option chosen by the authors, a full proposal must be submitted for consideration by the peer reviewers recruited by Technical Program Chairs so that they have sufficient information to determine the quality of the work for presentation at the HFES Annual Meeting. These strategies may help mitigate future concerns about duplicate publication in Human Factors and the Journal of Cognitive Engineering and Decision Making.
 
Questions?
Questions about any aspect of the 2020 International Annual Meeting submission/review process may be directed to HFES Education and Learning Servics staff members Alexis Bauer Kolak or Kim Cambric or Technical Program Committee Chair Ronald Boring.