Welcome to the XVIth ICCR 2010 Conference Submission System

Submission for the XVIth ICCR 2010 Conference is a 100% web based process. In order to complete a SUCCESSFUL SUBMISSION, understanding how the system works, what the requirements are, and what information is needed, will streamline the process for you.

So prior to beginning the submission process, please take a few minutes to review the information listed below. With a general understanding, your submission should be successful.

(The online system is closed for new submissions)



ICCR 2010 abstract submission is closed.

ICCR210 General Rules

Accessing the Submission System

Personal Homepage

To Create a New Submission

 


ICCR 2010 General Rules

Submission Policy

  • Submission for the ICCR 2010 Conference is a 100% web based process.
  • The submitter will upload (1) a 3-4 pages short paper including an abstract not to exceed 150 words.
  • In support of our policy of blind review, the submitter should additionally upload (2) a copy of the abstract in a separate anonymous abstract document and (3) a copy of the complete short paper as an anonymous short paper document, both excluding the author information (author names and institutions)
  • To maintain the focus of ICCR on technical and computing aspects of radiotherapy and attract software and hardware developers, a list of suggested topics for paper submissions has been formulated.
  • An individual can present only ONE first-authored presentation at the meeting, although the individual's name may appear on more than one proffered paper. If a presenter has submitted several proffered papers for presentation as first author, the highest-scoring paper will be selected, and the other(s) will be rejected.
  • Proffered paper submissions should be original work, and should NOT have been presented at any other national or international conference UNLESS disclosed and specific permission has been granted by the Scientific Program Directors.
  • The Program Committee reserves the right to reject papers.
  • Since the ICCR2010 and EPI2K10 are adjacent, we do want to avoid too much overlap. For that reason, submissions to both conferences will be compared, and submission of the same material to ICCR and EPI will affect scoring negatively.
  • Authors who submit proffered papers that are accepted will be required to pay the regular registration fees for the conference that all attendees are required to pay.
  • There will be a young investigators' competition at the ICCR2010 meeting. Young Investigators, as defined below, are encouraged to enroll intothe competition.

Review the Sample Short Paper prior to preparing your submissions.

 

Prior to being permitted to upload your Short Paper Document

You will need:

  • Each Author's first, last name, and email address.
  • Each Author's Institution Name, City, State/Province/Country.
  • Decide on your requested Presentation Mode.
  • Determine the Subject Category most relevant to your submission (Definitions are available)
  • Prepare your short paper according to the sample short paper format. Short papers should be composed in Microsoft Word, Corel WordPerfect, ASCII Text or PDF files.
  • Copy the complete short paper excluding the author information as an anonymous short paper document and copy and reformat the abstract excluding title and author information as an abstract document.
  • Abstracts that exceed 150 words will be rejected.
  • Abstracts containing graphs, figures, tables or images will be rejected.
  • If applicable, include a statement within your short paper disclosing any "Conflict of Interest" that may exist.

 

Categories

  • Adaptive Approaches & Processes (focus on technology)
    • 4D planning
    • Biological Response
    • Decision Support
    • Feedback Strategies
    • Other
  • Brachytherapy (focus on technology)
  • Computational Methods
    • Application Frameworks
    • Control Theory
    • GPU
    • Novel Computing Technologies
    • Other
    • Parallel / Distributed Processing
  • Data Handling
    • Data Mining
    • DICOM and Networking
    • Electronic Patient Records
    • Other
    • PACS
    • Record and Verify
    • Trial Databases
  • Dose (focus on technology)
    • Beam Modeling
    • Charged Particles
    • Delivery
    • Magnetic Fields
    • Monte Carlo
    • Other
    • QA
    • Verification
  • Emerging Interventions & Agents (focus on technology)
    • Heavy Ions
    • Other
    • Protons
  • Image Guidance (focus on technology)
    • Achievable Target Margin
    • Anatomical Variation
    • Correction Strategies
    • Micro IGRT
    • Motion Management
    • Other
    • QA
  • Image Registration (focus on technology)
    • Deformation
    • Other
    • Quantitative Analysis
    • Segmentation / Atlas
    • Verification
  • Imaging: Anatomical, Functional & Molecular (focus on technology)
    • Filtering and Correction
    • Other
    • Reconstruction
    • Quantification
    • Systems / Devices
    • Time Resolved Imaging
  • Open Source Software
    • Legal Aspects
    • Other
  • Operations Research Methods
  • Other
  • Treatment Assessment & Prediction (focus on technology)
    • Biological Modeling
    • Data Modeling Methods
    • Fractionation
    • Imaging of Response
    • Other
    • Response Models
  • Treatment Planning
    • 4D Planning
    • Biological Optimization
    • Margin-less Planning
    • Optimization Techniques
    • Other
    • Robustness
  • Visualization Tools for Radiation Therapy
    • Human Interfaces
    • Image Fusion
    • Other

 

Presentation Modes Defined

Based on submission content, short papers will be selected for presentation will be assigned as:

Oral Presentation

  • Brief oral presentation given during moderated scientific session.
  • Each scientific session room will be equipped with one digital projection system for single projection of Microsoft PowerPoint 2007 Presentations.
  • Details regarding the submission will be included in the official acceptance notification.

Poster Presentation

  • Brief overview of poster given during designated poster session.
  • Details regarding the poster format will be included in the official acceptance notification.

ALL ACCEPTED SHORT PAPERS WILL BE PUBLISHED IN THE ICCR CONFERENCE PROCEEDINGS

 

Formatting Guidelines

Adhere to the following when preparing your submission documents. The files will be uploaded to the system once you have gone through the submission process:

  • Review the Sample Short Paper prior to preparing your submissions.
  • Short papers should be composed in Microsoft Word, Corel WordPerfect or PDF files.
  • Add a conflict of interest statement if applicable.
  • Separate abstracts documents should be composed in Microsoft Word, Corel Wordperfect or ASCII Text.
  • Abstracts submissions are to ONLY contain text, formulas and symbols.
  • DO NOT include Title, Author names/institutions, graphs, figures, tables, images or multimedia elements. Titles and Author information is entered in the system elsewhere and will be merged with the abstract file later in the process.
  • Abstracts must not exceed 150 words.
  • Abstracts use 8 point font for text, symbols and formulas. 'Times Roman' for text and 'Symbol' for symbols.
  • Use full justification in the document.
  • Do not place hard returns at the end of each line in your abstract text. Let the text wrap to the next line.
  • Do not use 'headers' or 'footers'.

 

Short paper example

Click HERE to download a short paper example.

 


 

Accessing the Submission System

Once you have accessed the system site, in order to access the submission system, you'll be prompted to login using a Submission Username and Password.

  • If you have not submitted a short paper for this meeting, enter your email address and press SUBMIT to have the system email you the Submission System Username and Password.
  • If you have forgotten your assigned Submission System Username and Password, enter your email address and press SUBMIT to have the system email the information.
  • Once you obtain a username and password, you can access the submission system and will be taken to your personal Homepage for the meeting.

 


 

Personal Homepage

What information is available to me on the homepage?

  • This page will have your address information, and information on any submissions that you create or that have been submitted on your behalf.
  • The status of each submission is shown (ie. Incomplete or Complete).

What can I do from my homepage?

  • You may edit your personal information at any time including your username and password. • If submission is open, you may create a new submission.
  • You may edit any submissions where you are listed as the Corresponding Author.
  • For submissions where you are listed as a Presenting or Contributing Author only, you will be able to view, but not edit the submission.

How do I create a new submission?

  • Next to the meeting name, there is a link to "create new submission", click this link to begin the submission process.
  • The steps for submission are outlined below.

 


 

To Create a New Submission

The following are the step-by-step instructions to be followed once you have accessed the system to begin the submission process.

Please review these instructions before you begin the process. It is imperative these instructions be followed precisely in order to generate the desired meeting program.

 

Step 01 - Submission Type

You'll be prompted to identify the submissions as:

  • Proffered submission
  • Young Investigator submission

 

Young Investigator Award Competition Submissions

There will be a young investigators' competition at the ICCR2010 meeting. Young Investigators, as defined below, are encouraged to submit a short paper for the competition. The Young Investigator submissions selected for an oral presentation will be scored by a panel of judges according to criteria that include scientific merit, originality, and organization/presentation of the material. The top two presenters will receive an award. A Young Investigator is defined as a current graduate student or who is within 1 year of having obtained a graduate degree (at the time of the start of the meeting).

If you wish to submit an short paper for the Young Investigator Award competition, you must identify it as such. All instructions above apply to Young Investigator submissions

All short papers submitted to the Young Investigator Award competition that are NOT selected for the competition, will be processed as regular submissions.

Young investigators selected for oral presentation will be required to submit a letter of eligibility from the presenting author's thesis advisor identifying the institution. The letter does not need to be submitted before the review process has finished, at which time authors will be contacted with further instructions.

 

Step 02 - Title Entry

Enter the title of the short paper to be submitted.

  • Use upper and lower case when entering title.
  • DO NOT use all upper case.
  • DO NOT use all lower case.
  • To enter superscript text put the following tags around the text to be superscripted: <sup>text</sup>
  • To enter subscript text put the following tags around the text to be subscripted: <sub>text</sub>

 

Step 03 - Select Subject Category

Select the Subject Category, which best pertains to your submission. Category Definitions are available here.

 

Step 04 - Select Requested Presentation Mode

Rules regarding Requested Presentation Mode:

  • Final presentation mode assignments will be made at the discretion of the Program Committee.
  • Any submission may be rejected
  • Any non-rejected submission requesting Oral Presentation may be assigned as ANY of the following:
    • Oral presentation
    • Poster presentation
  • Any non-rejected submission requesting Poster Presentation will be assigned as a Poster Presentation.

Presentation Modes Defined:

  • For all Presentation modes, Short Papers will be published in the ICCR Conference Proceedings.

Oral Presentation:

  • This category entails a short presentation followed by a 2-minute question/discussion period. PLEASE NOTE: Single LCD projection will be the ONLY presentation method available.
  • Additional details will be provided in acceptance notification.
  • Short papers will be published in the ICCR Conference Proceedings.

Poster Presentation:

  • Posters will be displayed for the entire meeting to allow attendees full opportunity to review the material.
  • Details regarding the poster format will be included in the official acceptance notification.
  • Pushpins will be provided, but authors may wish to use Velcro strips for mounting poster elements. (Use the hooked side of the Velcro strips on the back of your poster).
  • Short papers will be published in the ICCR Conference Proceedings.

NOTE: The individual names of contributing authors MUST appear on all posted presentations.

 

Step 05 - Contributing Author Information Entry

On the Submission Status screen, you will be prompted to add any contributing author(s) to your submission.

To Add Author(s):

  • Select the link to 'add an Author' and search for an individual's last name.
  • A list of potential authors will be generated if the 'last name' is in the system.
  • Select the correct contributing author for the submission and indicate if 'presenting' or 'author'.
  • Continue process until all contributing authors have been added.
  • Each submission is allowed only ONE presenting author.
  • Corresponding authors are NOT automatically added to the submission as a contributing author. If the corresponding author is a contributing author, you MUST add the individual at this point.

If a Contributing Author is NOT currently in the System:

  • Once you have searched for the last name and it does not appear on the generated author list, select 'enter a new author' and proceed through the process of creating a new record for the individual.
  • The system requires a unique email address for EACH author/individual entered in the system.
  • YOU CANNOT USE THE SAME, SINGLE EMAIL ADDRESS FOR MULTIPLE AUTHORS.
  • By entering a unique email, each author will have access to the submission content, but ONLY the corresponding author may edit the content.
  • The unique email address is used to ensure that authors are correctly credited in the Author Index of the final program, for each paper they are listed.
  • Use proper capitalization when entering a new author.
  • DO NOT use all upper case.
  • DO NOT use all lower case.
  • Check spelling as you go.

Helpful Hints:

  • Add your 'presenting author' first. You can later use the arrow buttons at left of names to change order, once all authors have been added.
  • Ultimately, arrange the author names in the order they are to appear when published in the "Program By-Line" and "Calendar of Events By-Line." ANY AND ALL CONTRIBUTING AUTHORS MUST BE ADDED IN THIS SECTION OF THE PROCESS IN ORDER TO GENERATE THE CORRECT 'BY-LINES'. (see Steps 6).
  • Once a 'presenting author' is identified in the system, you can only change the 'presenting author' by REMOVING the current individual. Then you must add/search/identify/select a new 'presenting author.'

Back on the Submission Status Page:

  • The system will have generated a list of contributing authors added to your submission.
  • If any contributing author's name is missing, go back and add the individual.
  • If the order of names is NOT correct, go back and use the arrow buttons to rearrange.
  • The presenting author's name will be denoted with an asterisk.
  • Anytime you add/remove/reorder author names or reassign the presenting author, the system will change the content listed in Steps 4, 5, and 6 so it is IMPORTANT you review the content with each change made.

 

Step 06 - Program Byline: Author/Institutions

On the Submission Status screen, you will be prompted to view the 'Program By-Line' (Authors/Institutions) generated by the system. It is IMPERATIVE that the Program By-Line be VIEWED and EDITED as instructed.

What the System Generates:

  • For a single author, the system will list author's name (first initial, last name), institution, city, state and country.
  • If multiple authors have been entered, the system will list ALL author names (first initials, last names) in the order of entry, followed by the first author's institution, city, state and country, then the second author's institution, city, state and country, etc.

To Edit the By-Line:

If all authors are from the SAME INSTITUTION:

  • The final/correct By-line should list ALL AUTHOR names (first initials, last names) followed by ONE listing of the institution, city, state and country.
  • YOU MUST REMOVE all additional listings of institution, city, state and country in order for the byline to be correct.
  • YOU MUST SELECT the check box 'All authors are from the same institution' in order to proceed back to your status page or you will be forced to add super/sub-script coding, that is not necessary.
  • Do not include "USA" or zip codes. Do not include departmental information.
  • Do not abbreviate institution names.

--Use the following format when all authors are from the same institution:

T Webster*, M Warden, L Salliman, A Geyser, Memorial Sloan Kettering, New York, NY (NOTE: The Presenting Author's name will be denoted with an asterisk.)

If authors are from MULTIPLE INSTITUTIONS:

  • The final/correct By-line should list ALL AUTHOR names (first initials, last names) followed by EACH AUTHOR'S institution, city, state, and country.
  • YOU MUST ADD 'super/sub-script coding' (<sup>1</sup>; <sup>2</sup>, etc) in order to correlate the correct Author with the correct institution, city, state and country.
  • Do not include "USA" or zip codes. Do not include departmental information.
  • Do not abbreviate institution names.

--Use the following format to add the required 'super/sub-script coding' when Authors are from multiple institutions: --

Note that this code:

T Webster*<sup>1</sup>, M Warden<sup>1</sup>, L Salliman<sup>2</sup>, A Sullivan<sup>3</sup>, (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD (3) UT M.D. Anderson Cancer Center, Houston, TX

--Produces this output:

T Webster *1 , M Warden1 , L Salliman2 , A Sullivan3 , (1) Memorial Sloan Kettering, New York, NY, (2) University of Maryland, College Park, MD, (3) UT M.D. Anderson Cancer Center, Houston, TX

Use of Reset Button:

  • Anytime you make changes to the Author List, the system will require that the By-line be reviewed again. The system will display the former By-line, before changes were made.
  • If you want to system to regenerate the By-line with the new authors/changes, hit the RESET BUTTON and make appropriate edits as listed above.
  • The RESET BUTTON will always clear and reset to the most current author information.
  • The 'Program By-Line' is EXACTLY what will be published in ICCR Conference Proceedings with the Abstract:

 

Step 07 - Agreements: Verification of Contributing Authors Statement

The corresponding author must agree to and select the following "Verification of Contributing Authors" statement button in the submission process:

"By checking this box, I verify that each author to be listed on the submitted short paper has contributed to the content of the short paper and consented to the submission of the said short paper."

 

Step 08 - Agreements: Conflict of Interest Statement

To avoid the appearance of any conflict of interest, Authors of scientific presentations must disclose the names of any companies or organizations who have provided the Author with any financial support for the research being presented and whose products and/or services are the subject matter of the presentation. Such disclosure is to be made by placing the following statement at the Abstract in the short paper (not in the anonymous abstract copy): "Research sponsored by ________"

This policy is not intended to discourage such support, or restrict the dissemination of the research as it is recognized that much scientific research is supported by organizations that have a commercial interest in the results of the research. The intent of this policy is to permit the members of the audience to form their own judgments about the research with the full disclosure of the facts.

You will be prompted to acknowledge if any company or organization whose products/services are the subject matter of your abstract has provided you with any financial support for your research.

 

Step 09 - Agreements: Distribution of Materials

The corresponding author must agree to and select the following "Distribution of Materials Agreement" statement button in the submission process:

"By checking this box, I verify that I have obtained permission from each author listed on my paper allowing me to distribute the paper at the ICCR conference, via the ICCR website, or via any other publication that may result from this meeting.

Under this constraint, I verify that all contributing authors will obtain or have obtained permission for the use of any copyrighted materials that may be presented at the ICCR conference from the appropriate copyright owner(s) and publisher(s).

Non-copyrighted materials obtained from sources such as colleagues or the web will be attributed accurately. Where possible, prior permission for its use will be obtained."

 

Step 10 - Corresponding Author Information

Corresponding Author Contact Information is entered on this screen. The following required fields will automatically be completed for you. The following fields are required:

  • First Name
  • Last Name
  • Phone
  • E-mail
  • Street Address
  • City/State/Zip
  • Country

All Contributing Authors may access a submission by using their personal Username and Password. BUT only the Corresponding Author has the ability to modify any of the submission information, including withdrawing the short paper or re-submitting a revised Abstract document Short paper document or Anonymous Short Paper document.

 

Step 11 - Withdraw Submission

You will be given the opportunity to withdraw the submission at this point.

If you chose to do so, this record will be deleted from the system. You would need to return to your private Homepage in order to 'create a new submission.'

 

Step 12 - Document Upload/Rules

Once Steps 1 - 11 have been completed, the system will allow you to advance to the next screen in order to upload your:

Rules Regarding Upload of Documents

ABSTRACTS:

  • Abstracts that exceed 150 words will be rejected.
  • Abstracts containing graphs, figures, tables or images or multimedia elements will be rejected.
  • Abstracts must be uploaded to our server by clicking the "Upload Abstract" icon that will appear on your status page once you have provided all the required information.
  • Documents must be in Microsoft Word, Corel WordPerfect, or ASCII Text format. The recommended format, to ensure the highest level of compatibility, is Microsoft Word (97 or 2000). For best results, Mac WordPerfect users should save documents as MS Word 4, 5, or 6 prior to submission.
  • Special Note to WordPerfect 8 and higher users: Corel WordPerfect 8 and higher includes two equation editors. The WordPerfect 5.1-7 Equation Editor must be used when creating equations. To use the WordPerfect 5.1-7 Equation Editor, click Tools / Settings / Environment / Graphics / WordPerfect 5.1-7 Equation Editor.

SHORT PAPER:

  • A SHORT PAPER is REQUIRED for regular submission and will be part of the review process.
  • A SHORT PAPER must be submitted as Microsoft Word, Corel WordPerfect or a PDF file and may contain graphs, figures, tables and images.
  • In support of our blind review policy, a copy of the SHORT PAPER must be submitted excluding the author information as an ANONYMOUS SHORT PAPER. Both documents must be uploaded to our server by clicking the "Upload SHORT PAPER" and "Upload ANONYMOUS SHORT PAPER" icon that will appear on your status page once you have provided all the required information.
  • If submitting a PDF file, you must check the "pdf" box on the upload page.
  • If not submitting a PDF file, the documents must be in Microsoft Word, Corel WordPerfect, or ASCII Text format. The recommended format, to ensure the highest level of compatibility, is Microsoft Word (97 or 2000).
  • For best results, Mac WordPerfect users should save documents as MS Word 4, 5, or 6 prior to submission.

Special Note to WordPerfect 8 and higher users! Corel WordPerfect 8 and higher includes two equation editors. The WordPerfect 5.1-7 Equation Editor must be used when creating equations. To use the WordPerfect 5.1-7 Equation Editor, click Tools / Settings / Environment / Graphics / WordPerfect 5.1-7 Equation Editor.

 

Review Submission: Document Status Screen

This shows the status of the documents.

  • By looking at this, the author should be able to see if the system has received an Abstract document, Short Paper and/or Anonymous Short Paper Document.
  • If the documents were received without any problems, then there will be a link to the Adobe Acrobat PDF file that was created.
  • Click on the "View Abstract", “View Short Paper” or “View Anonymous Short Paper” buttons to view the document and ensure there were no errors introduced in conversion.

NOTE: If you have previously submitted a document and would like to resubmit it for any reason, you may press the "Delete Abstract", “Delete Short Paper” or “Delete Anonymous Short Paper” button. This will 1) notify the system that the documents will be resubmitted and 2) all references to previously submitted documents will be removed. After resetting a document, resubmit the new document through the same web-based upload process. Document Upload/Rules.

You will only have the option to reset a submitted document if it has been received as noted above.

Please be completely sure that you wish to resubmit a document before following this.

Home

Invitation

Organization

Abstract
Submission


Scientific
Program


Conference
Information


Registration
and payment


Accomodations

General
Information


Meetings


ICCR 2010 Secretariat - info@iccr2010.org