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American Institute of Aeronautics and Astronautics

    Aviation Submission Requirements and Instructions


    AIAA AVIATION and Aeronautics 2014 Forum Abstract Submission Requirements and Instructions

    Abstract Submission Requirements

    All abstracts submitted to AIAA Forums must meet the following minimum requirements in order to be considered for acceptance to the event:

    • Abstracts are being accepted to this Forum for the following presentation types: Technical Paper, ITAR Presentation, Oral Presentation Only, and Student Paper Competition
    • The format must be an extended abstract or draft manuscript with a minimum of 500 words.
    • The submission must include sufficient detail to demonstrate the purpose of the paper, the technical foundation for the topics to be discussed, any preliminary results to date, and the expected results of the final paper; including key figures, equations, tables, and references, as appropriate. Sufficient information must be included in the submission to convince the Forum organizers and reviewers that the author(s) will have a strong likelihood of completing the final manuscript by the final manuscript submission deadline.

    Abstract Submission Procedures

    Abstract Submission Instructions

    Abstract submissions will be accepted electronically through the AIAA Forum website at via ScholarOne Abstracts. The deadline for receipt of abstracts via electronic submittal is 14 November 2013, 2000 hrs Eastern Time Zone, USA.

    The electronic submission process is as follows:

    1. Access the AIAA forum website at 
    2. On the right-hand side, click the “Submit Paper” button. 
    3. In order to access the submission site, you must be logged in to the AIAA web site. 
      1. Use the Login button in the left column of the website or at the top of the website. If you already have an account with AIAA, enter the email address and password on file with AIAA. 
      2. If you do not have an account with AIAA, complete the steps for ‘Create Account’. 
    4. Once logged in, you will be provided an active link for ‘Begin a New Submission or View a Previous Draft/Submission >’. Click the link to be directed to the Welcome page of the submission site. 
    5. Click the Submission tab at the top of the page to begin your submission.  
    6. Once selected, you will be provided with general information on the conference’s abstract submission requirements and policies. To begin the submission, click the ‘Create a New Submission’ link on the left hand side. PLEASE NOTE: If you have previously visited the site and begun a draft submission, click the ‘View Submissions’ link on the left hand side to resume your submission. 
    7. STEP 1: Type or paste the title of your abstract into the Title field and the presenting author’s biography into the Presenter Biography field. Upload your file, and the scroll down to read through the Rules and Reminders section and check the box noting you agree. Click ‘Save & Continue’ to proceed to the next step. 
    8. STEP 2: Select your Presentation Type and the Topic Area you are submitting your abstract to. Click ‘Save & Continue’ to proceed to the next step. 
    9. STEP 3: In this system, affiliations are added before author information. The information will be filled in for the person logged in to the site. Add additional author affiliations, if necessary, by clicking the ‘Add’ button after each new affiliation. Click ‘Save & Continue’ to proceed to the next step. 
    10. STEP 4: To create a list of co‐authors for this submission, click the ‘Add Author’ button and enter the required information. Click ‘Save’ after entering each one and then associate each author with their respective affiliation by entering the appropriate reference number from the drop down boxes to the right of each name. When you have finished entering all authors YOU MUST put them in the order they should appear on the abstract and program. Use the drop‐down boxes in the far left column of the list to do this. Failure to properly order the authors will result in them being incorrectly listed when the submission is published. After you have reordered the authors, click the ‘Save’ button at the bottom of the list. Click ‘Save & Continue’ to proceed to the next step. Important note: The author listed as the ‘presenter’ is the only author who will have final manuscript upload access, should the abstract be accepted. 
    11. STEP 5: Select one technical area that best represents your work. While only one selection is required, you may list up to six for your submission. Click ‘Save & Continue’ to proceed to the next step. 
    12. STEP 6: If you have no errors or omissions in your abstract a ‘Submit’ button will appear at the end of the proof. If the Error Box appears you must correct all errors before the abstract can be submitted. Once the errors have been resolved the ‘Submit’ button will appear at the bottom. If you exit the system without submitting the abstract, it will be logged in the system as a draft and will appear in the ‘Draft’ section of your ‘View Submissions’ page when you reenter the system. If you submit the abstract, you will receive a confirmation email.  

    Special Notes:

    1. If authors wish to revise an abstract which has already been submitted, they must go to ‘View Submissions’ and select ‘Return to Draft’ in order to make any corrections. This removes the abstract from the organizers view. They would then need to submit the abstract again in order for it to be considered. An abstract cannot be returned to draft if it has been reviewed. 
    2. Once the abstract submission deadline passes, authors will no longer be able to submit new submissions or return previous submissions to draft for revisions. 

    Authors having trouble submitting abstracts electronically should contact ScholarOne Technical Support at, 434.964.4100, or (toll-free, U.S. only) 888.503.1050. Questions pertaining to the abstract or technical topics, or general inquiries concerning the program format or policies of the conference, should be directed to the Forum Technical Program Chair.


    Review Process

    All abstracts will be peer reviewed by preferably three qualified reviewers selected from industry, academia, or government. It is recommended to the Technical Program Committee to have the broadest representation of reviewers appropriate for the Forum. Exceptions may be made for invited abstracts.


    Author Notification

    Authors will be notified of abstract acceptance or rejection on or about 25 February 2014.



    Final Manuscript Guidelines

    Detailed instructions and guidelines for submitting papers will be made available to authors of accepted papers. Authors must submit their final manuscripts via the event website no later than 27 May 2014, 2000 hrs Eastern Time Zone, USA.

    ITAR Abstract Submission Process

    Student Paper Competition

    The following Student Paper Competitions are being held in conjunction with the Forum:

    • Aeroacoustics
    • Atmospheric Flight Mechanics
    • Multidisciplinary Analysis and Optimization Conference
    • Plasmadynamics and Lasers

    Eligibility Requirements

    • Student author(s) must be a member of AIAA in order to enter the competition.
    • Student author(s) must be full-time students in good academic standing at their university/institution at the time of submission. 
    • Manuscript content represents the work of the author
    • Student(s) must be the primary author(s) of the paper and the work must have been performed while the author(s) was a student.
    • Student author(s) must be able to attend the Forum to present their work should it be selected for presentation.

    Submission Requirements

    • Student Paper Competition submissions must adhere to the overall Forum Abstract Submission Requirements.
    • Students must select the “Student Paper Competition” presentation type during the electronic submission process. Do not submit the abstract more than once. Only submissions with “Student Paper Competition” presentation type indicated will be eligible for the competition.
    • All submissions must be made by the Forum abstract submission deadline of 14 November 2013, 2000 hrs Eastern Time Zone, USA.

    For further requirements and instructions, please refer to the detailed descriptions of each Student Paper Competition as follows:


    Undergraduate and graduate students are encouraged to submit papers for consideration in the Aeroacoustics Student Paper Competition. Student papers should report on thesis work conducted by students in collaboration with faculty advisors. The student submitting a paper for consideration must be the primary author, and must have been a student at the time of the preceding AIAA Aeroacoustics Conference held in Berlin, Germany in May, 2013. Papers submitted by students must be presented by the primary author at the conference. The student author of the best paper will receive a certificate during the conference. The best student paper award will be selected on the basis of the technical quality of the paper, including its presentation. Papers not received by the student paper submission deadline or not presented by the student at the conference will not be considered for the award. Interested students should submit abstracts electronically through AIAA’s web site. Please submit to the appropriate topic and be sure to select “Student Paper Submission” as the presentation type. In addition, at the time you submit your extended abstract, send an e-mail to the Organizing Committee ( and stating that you want your paper to be considered for the student award. It is the authors’ responsibility to contact the Organizing Committee to make sure that the paper is entered in the competition. Authors participating in the Student Award competition must also send a copy of their manuscript to the Education Subcommittee Chair ( no later than 7 May 2014. Authors must send a manuscript prior to this deadline to be considered in the competition. Please use “STUDENT PAPER MANUSCRIPT” as the subject line of your e-mail.

    Atmospheric Flight Mechanics

    The AIAA Atmospheric Flight Mechanics Technical Committee, with the support of Calspan Corporation (, is sponsoring a Best Student Paper Competition at the 2014 AIAA AVIATION Forum. Entrants will be judged by Technical Committee members, and the winner will receive a certificate and $500 award. To be eligible for this award, the student must be the primary author of the paper, and the work must have been performed while the author was a student. Students will present their papers in the relevant conference technical sessions with judges in attendance. The scoring for the award will be equally based on written paper content and oral presentation. The written paper will be judged on: 1) relevance of the topic to atmospheric flight mechanics; 2) organization and clarity; 3) appreciation of the technical issues and sources of errors; and 4) meaningful conclusions of the research. The oral presentation will be judged for overall clarity, including: 1) background and problem definition statement; 2) explanation of technical approach; and 3) explanation of research results. For more information, please contact Michael Grant at

    Multidisciplinary Analysis and Optimization

    Undergraduate and graduate students are encouraged to submit papers in the technical topics listed in this call for papers. Co-authored papers are welcome. However, the first author must be a student, and the conference presentation should be made by a student author. The student must have played a key role in the research and writing of the paper, and must be a registered student at the time the final paper is submitted. When submitting an abstract for the Student Paper Competition, authors must choose a “Presentation Type” from the drop-down menu on the abstract submission website and click on “Student Paper Competition”. The deadline for the student paper abstracts is the same as the conference abstract deadline and the student paper abstracts will be reviewed in the same way as the usual conference abstracts. The full papers of the Student Paper Competition are to be submitted by 25 April 2014. They will be judged by two expert reviewers and finalists will be selected. The judging criteria are: 1) the originality of work; 2) the paper’s potential importance to the field; and 3) its clarity. The finalists will be notified by 26 May 2014 and will be invited to prepare a poster. The award decision will be based on the poster presentation held during the conference. For more information, contact Dr. H. Alicia Kim at

    Plasmadynamics and Lasers

    The Plasmadynamics and Lasers (PDL) conference has a "Best Student Paper Award" for papers whose principle author is a student. The participant must be a full-time student in good academic standing at his or her university/institution at the time of the abstract submission. Non-students, such as the student's advisor(s) etc., can be included as co-authors as long as the paper represents the work of the student and is presented by that student at the conference. The student should submit his or her paper normally to one of the 5 PDL sub-topic areas that best represents their work: plasma and laser physics, plasma actuation and lasers for control and processing, reentry and space plasmas, highly energetic plasma systems, fluid-optics and laser diagnostics. To ensure full consideration, it is strongly recommended that an indication be made at the very beginning of the extended abstract to the effect that "this work is eligible for consideration in the PDL best student paper competition." Do not submit the abstract more than once. Please direct all inquiries to the PDL Student Paper Award chair, Prof. Mark Rennie (


    Publication Policy

    AIAA will not consider for presentation or publication any paper that has been or will be presented or published elsewhere. Authors will be required to sign a statement to this effect.

    Please note: AIAA policy precludes an abstract or paper from being submitted multiple times to the same Forum. Also, once a paper has been published, by AIAA or another organization, AIAA will not republish the paper.

    Papers being submitted to the Student Paper Competition must be indicated during the submission process as “Student Paper Competition” presentation type. Students should not submit the abstract more than once. Only submissions with “Student Paper Competition” presentation type indicated will be eligible for the competition. Papers selected for that competition will be published along with the Forum proceedings.

    "No Paper, No Podium" and "No Podium, No Paper" Policies

    If a written paper is not submitted by the final manuscript deadline, authors will not be permitted to present the paper at the conference. It is the responsibility of those authors whose papers or presentations are accepted to ensure that a representative attends the conference to present the paper. If a paper is not presented at the conference, it will be withdrawn from the conference proceedings. These policies are intended to eliminate no-shows and to improve the quality of the conference for attendees.

    WARNING–Technology Transfer Considerations

    Prospective authors are reminded that technology transfer guidelines have considerably extended the time required for review of abstracts and completed papers by U.S. government agencies. Internal (company) plus external (government) reviews can consume 16 weeks or more. Government review if required is the responsibility of the author. Authors should deter¬mine the extent of approval necessary early in the paper prepa¬ration process to preclude paper withdrawals and late submis¬sions. The conference technical committee will assume that all abstracts papers and presentations are appropriately cleared.

    International Traffic in Arms Regulations (ITAR)

    AIAA speakers and attendees are reminded that some topics discussed in the conference could be controlled by the International Traffic in Arms Regulations (ITAR). U.S. nationals (U.S. citizens and permanent residents) are responsible for ensuring that technical data they present in open sessions to non-U.S. nationals in attendance or in conference proceedings are not export restricted by the ITAR. U.S. nationals are likewise responsible for ensuring that they do not discuss ITAR export-restricted information with non-U.S. nationals in attendance.

    Proposals for Special Sessions

    Individuals who wish to organize special sessions within the Forum program (e.g., invited oral presentations, panels, or demonstrations) should submit a short proposal describing the nature of the session as it relates to a specific theme of the Forum. Be sure to include the names of the organizers and participants. Please email your proposal by 14 November 2013 to David Maroney, AIAA AVIATION 2014 Forum General Chair, at dmaroney@mitre.orgDo not upload an abstract for the proposal.

    Important Dates and Deadlines

    Abstract Deadline: 14 November 2013
    Author Notification:  25 February 2014
    Final Manuscript Deadline: 27 May 2014