Overview of Submission Process

Description:

This guideline provides instructions for the abstract submission process for SIDC 2024 Research & E-Poster Awards. The process involves three (3) stages, and there are actions or requirements that participants must follow for certain stages.

This document outlines the steps for each stage and the associated requirements.

Stage 1: Abstract Submission

1. Register for the Conference:

• Ensure that you have selected the SDS member category during the registration process. To be eligible to submit in all categories, you must register to the Conference with an active SDS membership.

2. Create an Account on the Portal:

• After registration, create an account on the abstract portal. This account will be used to submit your abstract and track the submission process.

3. Submit Your Abstract:

• Select Submissions from the top menu. Click “Create new submission.”
• Adhere to the Abstract Submission Guidelines outlined on the conference website for each category. Note: Only 1 submission per author (per category) is accepted.
• Applicable to all categories: It is now mandatory that a digital poster in PDF format should be submitted.

4. The Review Committee will assess all submitted abstracts based on the provided guidelines:

• Abstract is Promoted/Rejected
  • The Committee will review all abstracts and select those that demonstrate high quality and relevance for promotion to Stage 2.
  • If your abstract is selected, you will proceed to Stage 2: Selection of Finalists.
  • If your abstract does not meet the criteria, you will receive a notification email.

• Revision required to the abstract submission.
  • If your submission requires some revision or updates upon review, you will receive an email mentioning the Reviewer’s notes
  • Important: The deadline to make necessary updates and/or changes in your abstract is 2 days after receiving the email notification. Non-compliance will result in your abstract being rejected.
• To update your submission, you may log-in using your account at the abstract portal:

Stage 2: Selection of Finalists

The Review Committee will evaluate the selected abstracts and choose the number of finalists required for each category.

1. Once promoted to Stage 2, you will need to answer another mandatory question.

• Should this question be left unanswered, your submission status might be affected.
• Deadline: 2nd week of December 2023

2. The Review Committee will select the FINALISTS from these abstracts.

• Finalist Selection:

  • These finalists will move on to Stage 3: Presentation Submission.
  • The Finalists will have the chance to present their abstracts to the panel of judges, from which the Winners will be awarded.  
  • If you have been selected as a Finalist, you will receive a congratulatory email. You will need to re-confirm your availability to attend the final evaluation to present your research by replying to the same email on the given deadline stated.

• Non-Finalist:

  • If your abstract is NOT selected as a finalist, you will receive an Acceptance Email for Poster Display instead.
  • Your abstract will still be displayed as a poster during the duration of the conference.
  • Refer to the Poster Display Schedule which will be posted on the website by Early January 2024.

Stage 3: Presentation Submission

1. Presentation Schedule and Requirements:

• Upon receiving your re-confirmation to attend the final evaluation, Finalists will receive a notification detailing their presentation schedule for the final evaluation.
• Follow the provided guidelines for creating your presentation material (PowerPoint slides), or any other necessary content.

If you have any questions or concerns, contact us at research-awards@sidc.org.sa