Types of Sessions and Materials Required for Proposals

Each year the SCS will set up an online submission system that members may use to submit individual abstracts or propose panels for the forthcoming annual meeting.  Instructions for the use of that system and submission deadlines will vary from year to year.  Below you will find brief descriptions of each type of session regularly scheduled at the SCS Annual Meeting that can be consulted at any time so that members can assemble required materials at their convenience.  As described at the end of this document, the Program Committee is willing to consider modifications of the usual formats for these sessions, or completely new formats, but all submissions are subject to the regulations requiring that all speakers (with a few specific exceptions) to be SCS members and limiting members to a single appearance on the program of a single annual meeting. 

Panels (Formerly At-Large Panels)
Description
Panels are sessions in which a limited number of papers (3 minimum, 6 maximum) are presented and the speakers focus on a common topic or theme. Topics should be conceived with a degree of breadth, aiming to present a new synthesis either by virtue of their inclusive subject range or their theoretical dimension. Panels that approach a problem either by employing a variety of methods or by the examination of diverse aspects of the topic are equally welcome. Panels can be two, two and a half, or three hours in length.  The Program Committee will assign accepted panels to appropriate time slots and will occasionally ask organizers to make minor modifications to the schedules of the sessions they propose. Panels are submitted anonymously by the panel organizer(s) to the Program Committee.  In reviewing these submissions, the SCS Program Committee examines abstracts of every talk to be presented during the proposed session as well as an overview of the session from the organizer.

Submission Requirements

  • You will be required to provide:
    • The member number, name, academic institution, and contact information of the organizer(s)
    • The member number, name, academic institution, paper title, and length of presentation (in minutes) for each speaker
    • The member number, name, academic institution, and length of presentation (in minutes) for anyone introducing the panel or serving as a discussant or respondent
    • A 650-word Organizer's Statement.  The organizer's statement should provide a clear overview of the panel, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent.  If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual.  The Program Committee expects that that both this statement and the accompanying abstracts will demonstrate a grasp of the bibliography relevant to the topic.
    • An abstract for every paper to be presented in your session.  Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above).   Before the speakers in your session prepare their abstracts, please ask them to become familiar with the guidelines for authors of abstracts
    • Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

SCS Committee Panels
Description
These panels are organized by standing SCS committees and approved by the Program Committee. All SCS committee submissions are judged anonymously and require a letter of endorsement from the committee's divisional Vice President. These letters should be sent separately via e-mail to Helen Cullyer in the SCS Office.  Note:  Some committees issue calls for abstracts for their sessions.  In these cases, abstracts accepted by the committee's organizers will be reviewed again by the Program Committee.

Submission Requirements

  • You will be required to provide:
    • The member number, name, academic institution, and contact information of the organizer(s)
    • The member number, name, academic institution, paper title, and length of presentation (in minutes) for each speaker
    • The member number, name, academic institution, and length of presentation (in minutes) for anyone introducing the panel or serving as a discussant or respondent
    • A 650-word Organizer's Statement.  The organizer's statement should provide a clear overview of the panel, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent.  If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual.  The Program Committee expects that that both this statement and the accompanying abstracts will demonstrate a grasp of the bibliography relevant to the topic.
    • An abstract for every paper to be presented in your session.  Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above).   Before the speakers in your session prepare their abstracts, please ask them to become familiar with the guidelines for authors of abstracts
    • Confirmation that a letter of endorsement from the Committee's divisional Vice President has been requested.  The Vice President should not submit the letter via the online submission system but should send it separately via e-mail to Helen Cullyer in the SCS Office).
    • Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

Seminars
Description
Seminars as a rule concentrate on more narrowly focused topics and aim at extensive discussion. In order to allow the time to be spent mainly on discussion, the SCS publishes a notice about the session in advance, and organizers distribute copies of the papers (normally three or four in number) to be discussed to those who request them.  Attendance at a seminar will, if necessary, be limited to the first 25 people writing to the organizer. Seminars are normally three hours in length.

Submission Requirements

  • You will be required to provide:
    • The member number, name, academic institution, and contact information of the organizer(s)
    • The member number, name, academic institution, paper title, and length of presentation (in minutes) for each speaker
    • The member number, name, academic institution, and length of presentation (in minutes) for anyone introducing the panel or serving as a discussant or respondent
    • A 650-word Organizer's Statement.  The organizer's statement should provide a clear overview of the panel, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent.  If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual. The Program Committee expects that that both this statement and the accompanying abstracts will demonstrate a grasp of the bibliography relevant to the topic.
    • An abstract for every paper to be presented in your session.  Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above).   Before the speakers in your session prepare their abstracts, please ask them to become familiar with the guidelines for authors of abstracts.
    • Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

About four months before the annual meeting organizers of accepted seminars must submit to the Executive Director a description (maximum 250 words) of the seminar for distribution to the members. Subsequently, they must distribute copies of the seminar papers to the first 25 people who request them.

Workshops
Description
Workshops can focus on a range of topics, including recently published books of broad interest in the field, specific texts or research projects of interest to a wide spectrum of the membership, or pedagogical issues. Workshops usually involve a presentation by the organizer(s), followed by a lengthy discussion period.  However, workshops may take a different format, such as a debate between two scholars taking opposite sides of a current issue in the field, or an author meeting critics, or a series of five-minute presentations followed by discussion. 

Submission Requirements

  • You will be required to provide:
    • The member number, name, academic institution, and contact information of the organizer(s)
    • The member number, name, academic institution, paper title, and length of presentation (in minutes) for each speaker
    • The member number, name, academic institution, and length of presentation (in minutes) for anyone introducing the panel or serving as a discussant or respondent
    • A 650-word Organizer's Statement.  The organizer's statement should provide a clear overview of the panel, describing its theme and focus and explaining the particular contribution made by each paper. Individual participants are to remain anonymous in this statement; individual presenters should be referred to as "panelist #1”, panelist #2”, etc. The statement should also explain plans for incorporating discussion into the session, and whether the responsibility will rest with the session chair, with the presenters themselves, or with an invited respondent.  If a respondent is used, the respondent's qualifications should be described, without, however, identifying the individual. The Program Committee expects that that both this statement and any accompanying abstracts will demonstrate a grasp of the bibliography relevant to the topic.
    • An abstract for every paper to be presented in your session.  Make sure these abstracts are anonymous, but identify them as "Paper #1", "Paper #2", etc. This will inform the Program Committee of the order of presentation and will make it easier for you to refer to individual abstracts in your Organizer's Statement (see above).   Before the speakers in your session prepare their abstracts, please ask them to become familiar with the guidelines for authors of abstracts.  Note:  The Program Committee is aware that if a particular workshop’s format does not call for panelists to give substantive talks, the organizer may submit very short abstracts or none at all. In such cases, however, the organizer’s statement must justify the format and explain why regular abstracts are not being provided.
    • Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

Organizer-Refereed Panels
Description
Organizer-Refereed Panels are approved by the Program Committee for presentation at a future Annual Meeting at least 18 months before that meeting takes place.  For example, a member wishing to hold an Organizer-Refereed Panel at the January 2017 meeting must submit his or her proposal in April 2015 for review by the Committee in June 2015.  After approval, the Program Committee delegates all discretionary responsibility for selection of abstracts and discussants to the panel organizer(s).  However, in order to ensure anonymity, all abstracts are submitted to the Executive Director's office and are then forwarded anonymously to the panel organizer(s).

Submission Requirements for a new Organizer-Refereed Panel

  • You will be required to provide:
  • The member number, name, academic institution, and contact information of the organizer(s)
  • A 650-word Organizer's Statement that preserves the anonymity of the organizer(s) and provides a scholarly rationale for the panel, including some indication of the timeliness of the topic. The proposal should outline the major questions or issues that the organizer hopes to see addressed in the abstracts that are ultimately submitted.

The Program Committee will consider these proposals at its Summer 2015 meeting and will notify in July the organizers of the panels selected for presentation at the 2017 meeting.  This notice will include a list of deadlines and procedural guidelines.  It will also request a shortened version of the panel description to be used as a call for abstracts in fall 2015.

Submission Requirements for a report on a previously chartered Organizer-Refereed Panel

  • Abstracts submitted for an organizer-refereed panel are sent to the SCS Office which then transmits them anonymously to organizers.  Once organizers decide which abstracts they will accept, SCS staff will provide to organizers the member numbers, names, and contact information of all authors.  Organizers will be responsible for notifying all authors of their decisions.  The panel must be canceled if the organizers receive fewer than 4 abstracts for consideration or accept fewer than 3.  Organizers may accept a maximum of 6 papers.
  • Organizers will then be required to submit the following information to the SCS's online submission system:
  • The member number, name, academic institution, and contact information of the organizer(s)
  • The number of abstracts you received and the number you accepted for presentation (Note that the panel must be cancelled if the organizers deem fewer than 3 abstracts acceptable for presentation.)
  • The name and academic institution of every reviewer of these abstracts
  • The member number, name, academic institution, paper title, and length of presentation (in minutes) for each speaker. 
  • An abstract for every paper to be presented in your session
  • The member number, name, academic institution, and length of presentation (in minutes) for any discussant or respondent
  • Speakers' audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

Affiliated Groups
Description
An affiliated group is a group having an organizational structure independent of the SCS. The affiliated group has a common purpose and/or scholarly interest, usually representing a special field or ancillary discipline. Affiliated groups maintain membership lists, and the majority charge dues and circulate newsletters. Affiliated groups are chartered for five-year periods for participation in the SCS/AIA Joint Annual Meeting. The five-year charters are of two types: Category I and Category II.

The following groups currently have charters from the Program Committee:

Category I

  • American Academy in Rome
  • American School of Classical Studies at Athens
  • Classical Association of the Middle West and South
  • College Year in Athens
  • Etruscan Foundation
  • Forum for Classics, Libraries, and Scholarly Communication
  • INSTAP Study Center for East Crete
  • Intercollegiate Center for Classical Studies in Rome
  • National Committee for Latin and Greek
  • Classics and Social Justice

Category II

  • American Association for Neo-Latin Studies
  • American Classical League
  • American Friends of Herculaneum
  • American Society of Greek and Latin Epigraphy
  • American Society of Papyrologists
  • Digital Classics Association (DCA)
  • Eta Sigma Phi
  • Friends of Numismatics
  • International Plutarch Society
  • International Society for Neoplatonic Studies
  • Lambda Classical Caucus
  • Medieval Latin Studies Group
  • MOISA:  Society for the Study of Greek and Roman Music and Its Cultural Heritage
  • Society for Ancient Greek Philosophy
  • Society for Ancient Medicine and Pharmacy
  • Society for Ancient Mediterranean Religions
  • Society for Early Modern Classical Reception
  • Society for Late Antiquity
  • Society for the Oral Reading of Greek and Latin Literature
  • Society for the Study of Greek and Latin Languages and Linguistics
  • Vergilian Society
  • Women's Classical Caucus

A Category I charter entitles the affiliated group to meeting space, on a space-available basis, at the SCS/AIA Joint Annual Meeting for a business meeting and/or reception, provided the affiliated group has no outstanding financial obligations to the SCS. The business meeting and/or reception will be noted on the SCS Annual Meeting Program.

A Category II affiliation, in addition to all the privileges of a Category I charter, also entitles the affiliated group to a panel or paper session listing on the SCS Program, provided the papers for these sessions are anonymously refereed by the affiliated group. Abstracts for affiliated group panels are submitted directly to the designated organizers.

Please note the following regulations regarding Affiliated Group Panels:

  • Panel organizers have the right to cancel their panels if submitted abstracts are, in their judgment, insufficient in number, quality, or relevance to constitute a valid panel.  The panel must be canceled if the organizers receive fewer than 4 abstracts for consideration or accept fewer than 3.  Organizers may accept a maximum of 6 papers.
  • Only papers submitted anonymously by the announced deadline and accepted through a process of anonymous review may be presented.
  • Although the organizers may appoint presiders and discussants/respondents for their sessions, invited talks are not permitted.
  • Reviewers and organizers may not present papers although they may serve as discussants/respondents.
  • At least two reviewers must be appointed by the organizer(s), and all reviewers must review every abstract submitted for the session. The organizer who receives the abstracts cannot serve as a reviewer.
  • If a paper is accepted for an Affiliated Group Panel, a member may not submit another abstract for consideration by the Program Committee for a regular paper session. Members wishing to present a paper in a panel organized by an affiliated group must have paid SCS membership dues for 2015.  A presenter who is responding to a call for abstracts from an affiliated group is not eligible for a waiver of the membership requirement.

Submission Requirements for Affiliated Group Panels

  • The number of abstracts you received and the number you accepted for presentation
  • The name and academic institution of the organizer who received abstract submissions
  • The name and academic institution of every reviewer of these abstracts
  • The member number, name, academic institution, paper title, and length of presentation (in minutes) for each speaker
  • The member number, name, academic institution, and length of presentation (in minutes) for any discussant or respondent
  • An abstract for every paper to be presented in your session.  Before the speakers in your session prepare their abstracts, please ask them to become familiar with the SCS's instructions for authors of abstracts.
  • Speakers' audio-visual needs (if any).

Submission Requirements for an application for recognition as a five-year affiliated group (2017-2021 Annual Meetings)

  • You will be required to provide:

For a Category I Charter:

  • the scholarly purpose and composition of the group
  • the present leadership organization and structure of the group
  • past and proposed activities at the Annual Meeting

For a Category II Charter:

  • An explanation of the research focus and scholarly purpose of the group in which the following questions are answered:
    • How does your topic contribute to Classical Studies?
    • What kinds of activity will be represented by the membership of the group?
  • A plan for leadership: Several formats are possible and the Program Committee will be quite flexible about endorsing well justified structures that appear to meet the group's needs. The plan must include:
  • identification of some administrative officer to ensure a continuing identity for the group
  • a provision for sharing and rotating responsibility among decision makers
  • a guarantee that the participation of younger scholars will be encouraged and respected
  • A plan for refereeing abstracts: To ensure double-blind refereeing, some officer who is not a referee should be designated to receive and distribute papers and to announce decisions. The statement should mention how referees are to be selected from among the membership of the group; by what means their opinions will be coordinated; and how they will report their decisions. It would be an added advantage if referees could provide substantive comments on papers they do not accept.

Special Requirements for Groups Renewing Category II Charters

Your request for a renewal of your charter should describe your group's activities during the period of your current charter, including the number of members you currently have and the frequency of publication and circulation of a newsletter if your group has one.  In addition, the request should contain the following information for each of the sessions you organized:

  1. Name(s) of panel organizer(s).
  2. Number of abstract submissions received.
  3. Authors and titles of accepted abstracts.
  4. Names of referees.

The request should conclude with a table showing the name of every participant and his or her role in your sessions during the term of your current charter.  Please use this format for the table.

Additional Policies Pertaining to Affiliated Groups

  • All financial indebtedness to the SCS must be discharged before a new program session or any other Annual Meeting Program activity will be scheduled. Please note in particular that affiliated groups are responsible for the cost of audio/visual equipment and labor for their sessions.
  • No session will be listed in the SCS Annual Meeting Program that has not previously provided an open announcement of its officers and topic for that year, and description of procedures for anonymous refereeing.
  •  In order to fulfill its legal obligations, the SCS is required to reserve the right of final approval for all activities scheduled at the Annual Meeting.
  • No member may submit more than one abstract at a given deadline or make more than one appearance on the Program.
  • All General Requirements (e.g., SCS Membership, Annual Meeting Registration, Single Appearance, etc.) for participation on the SCS Annual Meeting Program also pertain to Affiliated Groups.
  • During the period of the group's charter, it is essential that the organizers of affiliated groups notify the SCS Office of any changes in the names or addresses of responsible officers.

Joint Sessions
Description
The SCS Program Committee encourages SCS members to organize joint panels, seminars, or workshops in cooperation with AIA members. Submissions must be made to both organizations and conform to the guidelines of both the SCS and the AIA. No limit has been placed on the number of such sessions that can be scheduled each year.  Please note that the Program Committees of the two societies review each proposal independently. Depending on the outcomes of these deliberations, a particular session may be accepted for both programs, for only one program, or for neither. 

Submission Requirements

There is no separate process to submit a joint session. Locate the instructions above for your type of submission, and be sure to answer “yes” when the system asks if you are also submitting to the AIA.  Where the system asks for a participant's SCS member number, you may enter "AIA Member" instead as necessary.  Keep in mind, however, that if the SCS Program Committee accepts the panel, but AIA does not, all participants in the session will need to pay SCS dues for 2015.  Please consult AIA guidelines for details on their submission process.  Please note that if you intend to submit a proposal for a panel to the AIA as a possible joint session, the submission deadlines for AIA are March 13 and March 27, 2016 (with $25 fee) (please note updated deadlines).

Roundtable Discussion Sessions
Description
This 90-minute joint session with the AIA consists of a number of tables devoted to discussions of a variety of topics, with at least one discussion leader for each topic.  Members are invited to propose themselves as roundtable discussion leaders.  Topics may be the leader's area of scholarly interest or an issue important to the profession.  Since certain topics lend themselves to presentation by more than one leader, proposals for multiple leaders are welcome.  (In cases of multiple leadership, only one is required to be an SCS member.)  The Program Committee believes that these sessions can provide an excellent opportunity for those in early stages of their careers (both graduate students and recent Ph.D.'s) to interact with established scholars in a less formal environment than a session or a job interview.  Leadership of a roundtable discussion does not count as an "appearance" on the annual meeting program.

Submission Requirements

  • The SCS membership number, name, academic institution, and contact information of the organizer(s)
  • A brief (50-100 word) description of a suitable topic for a roundtable

Individual Submissions
Description
The Program Committee welcomes abstract submissions from individual members for presentation as part of a paper or poster session.  Types of individual submissions include:

Oral presentations
The Program Committee welcomes paper submissions from individual members for oral presentation. A maximum of 20 minutes will be allotted for the delivery of accepted papers, and the Program Committee reserves the right to limit the audio/visual equipment requested.

Poster session
The Program Committee hopes once again to schedule a poster session during the annual meeting.  It feels that these presentations give authors the flexibility to display all of their data simultaneously in a variety of formats (graphically and electronically as well as orally) and give annual meeting registrants an opportunity to identify those aspects of the presentation that are of greatest interest to them and then interact with presenters one-on-one or in small groups.  Authors may request that their papers be scheduled during the poster session, but the Program Committee reserves the right to make the final decision as to the assignment of each paper it accepts.

Papers to be read by title
Members may submit abstracts for papers to be listed in the Annual Meeting Program and published in the Abstract Book, but not to be presented orally at the Annual Meeting. In cases where the Program Committee does not think an abstract suitable for oral presentation, it reserves the right to accept it as a paper to be read by title or presented as part of a poster session.

Submission Requirements

  • Your  SCS member number, name, academic institution, and contact information
  • A subject category for your abstract.  (The Program Committee reserves the right to assign papers it accepts to a session on a different topic.  Please review this list of abstract categories before you submit.)
  • Your abstract. Be certain that your abstract conforms to  the Program Committee’s  guidelines for authors of abstracts.
  • Audio-visual needs (if any). The Program Committee reserves the right to limit the audio/visual equipment requested.

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