Help and FAQ
 
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Frequently Asked Questions

AJS 49th Annual Conference
December 17-19, 2017
Marriott Marquis Washington, DC

AJS Membership Dues and Conference Fees

Conference Proposal Submission

Proposal Review

Conference Participation

Presentation Equipment

Substitutions and Cancellations

AJS Membership Dues and Conference Fees

I’m having trouble with the online payment site for membership dues or conference registration.

First, make sure you are clicking "Add to Cart" after selecting the membership or other item you would like to purchase. This is the most commonly missed step in the payment process. Still having trouble? Click here for step-by-step p ayment instructions.

Why will my membership begin in September if I am paying my dues now?

We require that those submitting proposals for the 2017 conference become members for the membership year (September 1, 2017 – August 31, 2018) in which the conference takes place. While your membership will officially begin September 1, you will have access to the members-only pages of the AJS website immediately after paying your membership dues.

Why do I need to pay membership dues and conference fees before I submit a proposal?

Pre-payment of both membership and conference registration fees is meant to ensure the highest level of commitment to presenting at the conference if your proposal is accepted. If your proposal is accepted and you then cancel your participation, you eliminate a spot in the program that could have been taken by another scholar. If your proposal is not accepted and you do not plan to attend the conference, please notify the AJS office by November 15, 2017 and your conference registration fee will be refunded in full; membership dues are not refundable.

My AJS membership is current. Do I still need to pay dues now?

Yes. AJS memberships for the current membership year will expire on August 31, 2017. In order to submit a session proposal for the 2017 conference, you must take out a membership for the membership year beginning September 1, 2017 (this is the membership year in which the conference will take place). If you are not sure whether you have already renewed for the 2017-2018 membership year, please contact AJS at ajs@ajs.cjh.org.

I have already purchased my membership for the upcoming year, but I am unable to log-in to the submission system. What should I do?

In order to submit a proposal for the 49th Annual Conference, you need to become a member for the 2017-2018 membership year AND register for the 49th Annual Conference. After you pay both these fees, you will be able to log-in to the submission system. Sometimes it takes our submission system a couple of hours to recognize that both fees were paid in full, so please allow extra time before trying to enter the submission site again. You may register online in late February. Please click here gor more details. Please contact the AJS office if you encounter any technical difficulties.

I have already paid my conference registration fee, but I am unable to log-in to the submission system. What should I do?

In order to submit a proposal for the 49th Annual Conference, you need to register for the 49th Annual Conference AND become a member for the 2017-2018 membership year. After you pay both these fees, you will be able to log-in to the submission system. Sometimes it takes our submission system a couple of hours to recognize that both fees were paid in full, so please allow extra time before trying to enter the submission site again. To become an AJS member, please click here. Please contact the AJS office if you encounter any technical difficulties.

I have already paid both fees required (conference registration fee and membership dues), but I am unable to log-in to the submission system. What should I do?

Sometimes it takes our submission system a couple of hours to recognize that both fees were paid in full, so please allow extra time before trying to enter the submission site again. If you are still unable to log-in to the submission system, please contact the AJS office.

I am concerned that I won't have travel funding from my institution to attend the conference. What should I do?

The AJS offers a limited number of travel grants to independent scholars, graduate students, and untenured faculty with little or no institutional support for conference travel. Information about travel grants will be announced later this spring.

Why do I need to pay extra if I want the Program Book mailed to me in advance?

Savings on first-class mailing (which runs into several thousand dollars) allows the AJS to support other important conference initiatives, such as Graduate Student Travel Grants, reduced registration fees for unemployed members, and childcare stipends. The Conference Program will still be available on the AJS website (for free) well in advance of the meeting: the schedule goes online the end of August, and a complete PDF of the program will be available to download and print by early November. Thus, conference participants will have several means of accessing the information they need to plan for the meeting.

I am a graduate student but will be defending my dissertation before the conference. Do I pay my fees as a student or as a professional member?

You may pay fees as a graduate student as long as you are a graduate student during the period of conference registration.

I have a postdoctoral fellowship. Do I pay my fees as a student or as a professional member?

One you have received your Ph.D., you may no longer pay fees as a graduate student.

Conference Proposal Submission

What is the difference between a session and a division?

A session refers to a panel, roundtable, or seminar. A division refers to one of the twenty-one subject areas listed in the Call for Papers within which your proposal will be considered.

What is a "respondent”?

As Linda K. Kerber describes in “Conference Rules, Part 3” in The Chronicle of Higher Education, May 2, 2008, A respondent addresses wider ranging reflections of the issues raised in the papers, talking about “how the strongest elements of the papers, or the relationship between them, add up to something greater than the sum of the parts. Perhaps the papers point to a new direction in research or suggest new issues demanding study.” In traditional panels, respondents will have about ten-minutes for their comments. We encourage respondents to arrange for panelist papers to be sent to them in advance.

How many individuals from a single institution can be in a session?

The AJS seeks diversity in sessions. We thus encourage session organizers to have no more than two individuals from the same institution in a session.

I cant log in to the submission system. What should I do?

The submission system automatically checks your record in the AJS database to make sure the required payments have been made before allowing users to submit a proposal. If you are denied access to the submission system it may be because you have not completed the payments required for conference participation. Please check your transaction record in MyAJS to make sure you have paid both the conference registration fee and membership dues for the 2017-2018 academic year. Joint members, who do not hold the primary membership, please contact AJS at ajs@ajs.cjh.org, for access to the submission system.

How do I submit a proposal for a roundtable?

Roundtables are structured discussions revolving around pre-circulated questions; the session consists of three to five discussants and a moderator, who takes a more active role in the session than a traditional panel chair. The roundtable is not a forum for the presentation of short papers; discussants should not read papers and should prepare no more than 3-5 minute responses to the questions being discussed. The purpose of this format is discussion and interchange among a group of scholars about a debate, question, or issue in the field. Participants will be seated in a semi-circle, and will speak to each other rather than from a podium. The moderator will pose the questions and control the time given to each discussant to respond.

I am a graduate student and want to either submit a paper proposal or organize a session. What are the requirements for graduate student submission?

The AJS welcomes graduate students at all stages of their training to submit proposals for all conference formats. Graduate students are required to submit a CV as part of the application process, and are strongly encouraged to consult with their advisor about the best time in the course of their studies to submit a proposal (e.g., after a certain amount of coursework, while engaged in dissertation research, or when on the job market), and which format would be most appropriate (e.g., a fifteen-minute paper or a lightning session presentation). Graduate students submitting proposals must upload their CV’s into the All Academic submission site.

Please note that the Program Committee will not accept panel sessions in which all presenters are students; graduate students organizing sessions must invite at least one senior scholar—defined as a tenured professor, an independent scholar with equivalent accomplishments in the field, or an academic professional, i.e. , curator, archivist, librarian—to participate, either as a paper presenter, discussant, or respondent. Please note that senior scholars may not sit on a panel with more than two of their current or former students.

I didn't receive a message confirming my online submission. Does this matter?

It is possible the email got caught in your spam filter. If you cannot locate it there, please contact the AJS office (917.606.8249; conference@ajs.cjh.org) before the submission deadline to confirm that your proposal was received. AJS cannot accept proposals submitted after the deadline.

I want to submit a proposal but am new to the field and don't know of anyone organizing a session. What should I do?

You should refer to the "Sessions Seeking Participants" section of the AJS website, as well as sign up for the listserv H-Judaic; both include postings about session organizers seeking participants. You can also propose to organize a session around your topic, and invite applicants to submit proposals to you for inclusion. Alternatively, you can submit your proposal as an individual paper topic and, if accepted, the Chair will place it in a session.

May I request a day and time for my presentation?

AJS responds to requests for specific schedules in urgent situations only. A form will be available in the summer and can be obtained by emailing the AJS office.

I am organizing a session and am unable to add my session participants online. What should I do?

Most likely, this is because your session participant(s) have not paid both of the required fees. Please reach out to them and make sure they have become AJS members for the 2017-2018 year and registered for the 49th Annual Conference. If they have paid these fees and you are still not able to add their name(s), please contact the AJS office.

I dont yet have a chair or a respondent for my session; can I still submit my proposal?

The online proposal system will not allow you to submit a session without a chair or moderator. A respondent is optional.

I want to organize a session but don't have enough panelists. What should I do?

There are several ways to solicit contributors to your panel. Most importantly, you should post an announcement on the Sessions Seeking Participants page of the AJS website. You should also post an announcement on the H-Judaic Listserv. Lastly, you should email your division chair and let her/him know of your interest in organizing a session.

I want to organize a session (panel, roundtable, seminar, meeting). Can I get the proposal started and have the participants enter their own information?

No, the session organizer must enter each participant's information (contact information, paper titles, abstracts, AV requests, etc.) for each session participant her/himself. Session organizers must make sure that each participant has paid her/his respective membership dues and conference registration fee so that the organizer can add all participants to the panel. Without these fees, participant names will not be available in the submission system. Session organizers, however, may start the submission process, save their work, and then complete it later.

Can I start to submit a proposal and complete it later?

Yes, the system allows you to return to your proposal. Just make sure to click all the way through and submit however much you have completed. Division Chairs will review only the last version of the proposal submitted by May 4, 2017.

Proposal Review

What is the evaluation process?

Proposals will first be sent for review to the Division Chairs, experts in the field, appointed by the Vice President for Program. Division Chairs evaluate proposals for both individual presentations and pre-formed panels on the basis of several criteria, including contribution to the field, originality, methodology, and clarity of expression. When evaluating an individual proposal, Chairs will recommend either acceptance or rejection. If recommending acceptance, they will then try to place the proposal in a session with other individual submissions. Division Chairs also evaluate session proposals and make recommendations for acceptance or rejection. These decisions are then reviewed by the AJS Program Committee, a smaller group of scholars representing a breadth of fields, which meets for several days in late May/early June. This committee makes final decisions about proposals, taking into consideration the size of the program, coverage of themes, and conference policies.

What can hold up my proposal and prevent its consideration by the Division Chairs and Program Committee?

Any of the following factors can prevent your paper from being considered for the AJS Conference: missing payments for 2017-2018 dues and 2017 conference registration fees or emailing your proposal to the AJS office or Division Chair (rather than submitting through the website). If you are a graduate student, not submitting a CV will prevent your proposal from being evaluated.

When and how will I be notified if my proposal was accepted or rejected?

The AJS office will notify you of decisions by email in August. Other than the email acknowledgment at the end of the online proposal process, there will be no other acknowledgment of receipt before August.

If my paper is rejected will I be refunded both fees I paid (conference registration fee and membership dues)?

The AJS does not refund membership dues, but if your paper is not accepted, and you have decided not to attend the conference, we will refund your conference registration fee upon request. Please e-mail the AJS office at ajs@ajs.cjh.org to request a refund.

Conference Participation

May I participate in more than one session at the conference?

You may participate up to two times in the conference in two different roles (e.g., present a paper in one panel, serve as respondent on another). We have made this policy in order to ensure the widest amount of participation in the conference; please do not agree to participate in more than two sessions. You may not chair a session in which you are presenting a paper, nor may you submit more than one paper proposal (for a traditional panel and/or a lightning session). If you submit more than one paper proposal, AJS will automatically delete the additional proposal(s).

Presentation Equipment

Are LCD projectors available for presenters?

The AJS will make available a limited number of LCD projectors for use at the conference.  All presenters who request LCDs must include in their abstracts an explanation as to why LCD usage is critical to their presentation (and why the material cannot be presented through handouts).  The AJS will not provide LCD projectors for those who request only to project an outline of their talk.  Those using the AJS's LCD projectors will be required to provide their own laptop computers.  The AJS will not be able to accommodate all LCD projector requests.

I'm not sure what AV equipment I will need for my paper/session? Can I estimate and change the request later?

The AJS cannot accept audio-visual requests after the submission deadline of May 4, 2017. Please do not request a piece of equipment unless it is essential for your presentation; unnecessary equipment adds significantly to the cost of the conference and registration fees.

What is the AJSs policy regarding audio-visual equipment requests?

The AJS is able to provide one of the following pieces of equipment per presenter: CD player, TV/DVD player, and a limited number of LCD projectors. A maximum of two pieces of equipment will be provided to pre-formed sessions. The online proposal form will ask you to specify your audio-visual needs and to explain how the requested equipment will be used in your presentation or session. Given the high cost of audio-visual equipment rental (e.g., $800/LCD projector; $400 DVD player/monitor), the AJS cannot guarantee that all audio-visual requests will be accommodated. The best way to ensure accommodation of your request is to provide a detailed and compelling need for its use (e.g., why the material cannot be shared by handout). Outlines of talks or simple text displays do not constitute a compelling need. Those using LCD projectors must provide their own laptops. The AJS cannot accept audio-visual requests after the deadline to submit a proposal. Do not request a piece of equipment unless it is essential for your presentation; unnecessary equipment adds significantly to the cost of the conference and registration fees.

Substitutions and Cancellations

I may need to cancel my conference participation. What should I do?

Once a paper or session is submitted, it is expected that the author(s) will present their paper if accepted. Participation in the conference is highly competitive, and a cancelled presentation wastes a spot that could have accommodated another scholar. As a courtesy to AJS members, conference presenters, and attendees, the AJS strongly discourages presenters from canceling their participation in the conference. Please notify the AJS directly if you are scheduled to participate in the conference program in any capacity and need to cancel. No-shows (those who cancel without prior notification) will not be allowed to submit a proposal for the 2018 conference.

The refund policy is as follows: For program participants (chairs, presenters, discussants, etc.): requests for refunds of conference registration fees and meal payments must be received by September 15, 2017. No refunds will be issued after that date. For non-participants, requests for refunds of conference registration fees and meal payments must be received by November 15, 2017. No refunds will be issued after that date. All refunds will be charged a $20.00 processing fee ($10.00 for students), with the exception of refunds requested by those whose papers were not accepted.