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The World's Forum for Aerospace Leadership

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The American Institute of Aeronautics and Astronautics (AIAA)

is the world's largest technical society dedicated to the global aerospace profession.

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    AIAA Technical Papers On-Line Support

    Frequently Asked Questions for Authors

    AIAA is the premiere place for aerospace industry’s conferences and events. Presentation of research results and conferring about cutting-edge developments from engineering and science to management and policy is a priority among our members and nonmembers. For those interested in sharing their knowledge with other leaders, we provide answers to help you get started.

     

    Abstract/Draft Manuscript

     

     

    Final Manuscript:

     

     

    General:

     

     

    How do I submit to a conference?
    Go to the appropriate conference web page (for a list go to Events) and click the “Submit A Paper” button. If not already logged into AIAA you will be prompted to do so. If you do not have an account with AIAA, you may create one at this time. You do not need to become a member of AIAA nor is there any fee. After you have logged into AIAA, the ScholarOne Abstracts submission site will open. Click the Submission tab and then the “Create a New Submission” link. Complete all 6 steps, ending with the “Submit” button at Step 6.
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    Can I submit more than one abstract for the same paper?
    No. files may only be submitted once.
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    In what format should I write my abstract?
    Abstracts must be written according to the Abstract Submission Requirements listed on the conference’s Call for Papers link.
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    How can I verify that my abstract submission is complete?
    Upon completion of your submission, you should receive an automatic email from ScholarOne confirming that you have completed your submission. Additionally, you may re-access the ScholarOne submission site for your conference and see whether or not a submission is in draft or submitted. To do so, re-access the submission site for your conference from the conference web page, click the Submission tab and then click View Submissions.
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    I received an email indicating that my abstract submission is still in draft, but I thought I had completed it. What do I do?
    Please re-access the submission site from your conference web page, click the Submission tab, and then choose View Submissions. All submissions that are complete will be listed in a table titled Submissions. Any submission still in draft will be in the table titled Drafts. To finalize draft submissions, click the edit button to return to the submission and complete any missing information. Be sure to click the Submit button at Step 6.
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    I completed my abstract submission, but need to modify it. Is this possible?
    You may make modifications to your submission until the submission deadline passes. To do so, re-access the submission site through the conference web page, click the Submission tab, then the View Submissions link. Click Return to Draft for the submission you wish to modify. After making all necessary changes, you must return to Step 6 and click the Submit button to ensure that your submission is re-submitted. Once the submission site closes, you cannot make any more changes to your submission.
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    I submitted my abstract to the wrong category/topic; can I change that?
    Prior to the submission deadline, you may revise your submission topic. Access the ScholarOne submission site for the conference, click the Submission tab and then click “View Submissions” from the vertical menu on the left. In the table showing your submission details click “Return to Draft”. Next click “Step 2: presentation type/category. Make the necessary changes and click “Save & Continue.” Click “Step 6: proof & submit” and click the “Submit” button. Failure to re-submit will leave your submission in draft which will prevent its being considered for the conference.
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    I want to complete a submission before the abstract deadline and update my author information and other details later. Is this possible?
    No. Once the submission deadline has passed, you will no longer have access to your submission. Please gather all your information—authors, affiliations, abstract, title—and enter it before the deadline.
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    I know the abstract submission deadline day, but at what time does the submission site close?
    Submission deadlines are at 2000 hrs Eastern Time USA. The submission site will close down at that time even if you are in the middle of your submission so please plan accordingly.
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    The deadline has passed to submit an abstract; can I still submit it to the conference?
    If the abstract deadline has passed, contact the appropriate organizer listed on the Call for Papers link for the particular conference to inquire about late submission, which is granted only at the discretion of organizers.
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    The abstract submission deadline has passed, but I need to change my author list. How do I do that?
    You cannot edit your author list after the submission deadline. Authors of accepted papers must send requests to modify the author string to appropriate technical area chairs. All such edits must be made before the manuscript deadline so be sure to make your request as early as possible. If you miss this deadline you may send your request to revisions@aiaa.org within 7 business days of the last day of the conference.
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    The abstract submission deadline has passed, but I need to change the title of my paper. How do I do that?
    Authors of accepted papers will be able to modify the title of their papers on their manuscript upload pages provided they do so by the advertised date. After that date, no changes can be made to the program.
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    When will I receive notification whether my abstract is accepted or rejected?
    Notification dates are listed on the conference’s Call for Papers link.
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    What is my control ID number?
    Your control ID number is the unique identifier of your conference paper submission. Please include it, as well as the name of your conference, in all correspondence concerning your submission.
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    I lost my control ID number. How can I retrieve it?
    Login to your conference web page and re-access the submission site. Click the Submission tab, then the View Submissions link. Your control ID number will be listed there.
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    My email address has changed since I submitted to the conference. How do I update it so I receive all notifications?
    To update your email address, login to www.aiaa.org using your former email address (it is only a username so it does not matter that it may no longer be an active email). Click My AIAA at the top of website. Click on Edit Contact Info and update it there. After you have completed this update with AIAA, you must access the ScholarOne Abstracts submission site, even if the deadline has passed and the system closed. When you access the site, even just the Welcome page, ScholarOne will automatically update your email information. To access the submission site after it has closed, click the “Manage Submissions” link on the conference web page.
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    I have an accepted paper; how do I submit my manuscript?
    The author listed as presenter will receive an email with final manuscript submission information approximately 2 months before the manuscript submission deadline.
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    Is there a page limit for the final manuscript?
    There is no page limit for final manuscripts. Most conference papers are 12-24 pages, including citations.
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    In what format should I write my manuscript?
    For manuscript format, download the appropriate template, found on the Author Resources page. The template is available in Microsoft Word and LaTeX. Sample files are also available for those authors who prefer to use LaTeX. The formatting requirements are identical, regardless of which program you use to prepare your manuscript,. Please follow the specific formatting instructions in the template.
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    Where can I find the copyright form and related information?
    The copyright form is electronic and is on your manuscript submission page. A copy exists in the Author Kit found on the Author Resources page. The electronic copyright form is the only one you are required to submit.
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    My paper has been published in an AIAA journal. Can I still present it at a conference?
    An author may present his paper at an AIAA conference if it already has been published in an AIAA journal. Note that if the author assigned copyright to AIAA for journal publication, then he or she cannot assign it elsewhere for the conference paper.
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    When will paper numbers be assigned?
    Papers numbers will be assigned just prior to the conference. After assignment they will be visibile in the online agenda.
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    I submitted my manuscript, but find I need to make some revisions. How can I do this?
    You may upload manuscript revisions at will through the manuscript deadline. After the manuscript deadline has passed email revisions@aiaa.org to update your paper. Include the name of the conference and your control ID number and/or paper number (if assigned). All revision requests must be made within 7 business days of the last day of the conference. Revisions submitted after the papers have been pushed to the proceedings will not be updated in the proceedings until approximately 2 weeks after the conference has ended.
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    I uploaded a paper but I don’t see it in the online proceedings; how do I correct this?
    Manuscripts must have been submitted prior to the date papers were uploaded to the proceedings to be available in the proceedings during the conference. There will be a final update of the proceedings approximately 2 weeks after the conference has ended. If you have any other questions or concerns please see ARC FAQs or email arcsupport@aiaa.org.
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    How do I withdraw?
    Email withdraw@aiaa.org. Include the name of your conference and the control ID number that needs to be withdrawn in your correspondence. It would be most appreciated, by your conference organizers, session chairs and other colleagues, if you make your withdrawal prior to the manuscript deadline to ensure that there are no holes in the session.
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