AIOS Scientific Committee Focuses on 20 Specialities / Sections
GUIDELINES FOR INSTRUCTION COURSE
IC ABSTRACT SUBMISSION FOR AIOC 2018 OPENS ON 1st APRIL 2017 AND CLOSES ON 30th APRIL 2017
1. Instruction courses dealing with clinical sciences should present current, but reasonably established information.
2. Highly controversial or unproven concepts, may be more appropriately presented as papers or E- Posters.
3. Courses with formats utilizing innovative teaching styles are particularly encouraged. Interactive dialogues and panel discussions are educational methods that stimulate additional interest and promote learning.
4. Although total duration of Session is 85 min, The duration of ALL the ICs will be 70 minutes with 5 minutes change over time between sessions.Additional 10 minutes is kept for Keynote Address. ( The Net time distribution will be : Session : 85 min ; IC time 70 min ; Keynote Address 10 min ; Change Over time 5 min ). The chief instructors must ensure that the session finishes exactly on time & does not spill over to the changeover time.
How many ICs an instructor can participate?
1. A chief instructor MUST be a ratified member of AIOS (Last Ratified Membership No: 19899)
2. As a chief instructor, a ratified member can submit ONE INSTRUCTION COURSE ONLY
3. All Co-Instructors have to be members of AIOS and
a. can provide consent ONLY FOR SEVEN ICs
b. can Participate in a maximum of FIVE INSTRUCTION COURSES ONLY
4. Non-Ophthalmic Co-Instructors can be included (if relevant) & they may be non-members of AIOS. Please write to firstname.lastname@example.org if you want to include Non-Ophthalmic co-instructors with details of the course.
What happens if more than 5 courses gets selected?
1. It is the discretion of the co-instructor to choose the courses he/she wants to participate.
2. If the co-instructor does not choose the courses, then the first 5 accepted courses (in the order of consent provided) shall be treated as the chosen courses by the co-instructor and the rest shall be withdrawn.
3. The chief-instructor is responsible to find an alternate co-instructor WITHIN 7 DAYS from the date of announcement of selected instruction course if the chosen co-instructor withdraws from the instruction course.
4. It is advised that the co-instructor informs the chief instructor his/her inability to participate in the instruction course.
About Co-Instructor’s consent
Once an IC submission complete in all respects, is received by the Scientific Committee, an auto generated e-mail will be sent to the co-instructors requesting for their consent to participate in the Instruction Course. The co-instructors must respond to them immediately (LATEST BY 31ST MAY 2017) for the course to be further considered for selection.
What happens if the co-instructor doesn’t consent or if an alternate co-instructor cannot be found?
SCIENTIFIC COMMITTEE MAY FIND A SUITABLE ALTERNATIVE & IF THAT DOES NOT WORK OUT FOR WHATEVER REASON , THE TOPIC WILL BE AUTOMATICALLY REMOVED FROM THE COURSE.
Chief instructor of ICs should submit the following details without fail
Type the details exactly as you would want to be printed in the scientific programme
The title of the course SHOULD NOT exceed 100 characters (including spaces).
Course Outline (Synopsis)
Instruction Course Synopsis SHOULD NOT exceed 1000 characters (including spaces).
Topics for each speaker and time allotted for the topic
Fill Co-Instructors names, topics and time allotted for each topic in the separate box given. These details SHOULD NOT to be mentioned in the Synopsis of the course. The topics SHOULD NOT exceed 100 characters (including spaces)
Chief Instructor’s Resume (600 characters only)
Ensure the Chief Instructor’s resume, not exceeding 600 characters (including spaces), is prepared with care and is complete. Ensure that the name of Institution of the Instructors, place of work or positions held in AIOS or state bodies are not revealed. The resume should be so written as to not to reveal the identity of the chief instructor or of the Institution – These, If mentioned, may lead to Non-Consideration / Rejection of the Course.
Level of Course
Indicate the appropriate level: Basic, Intermediate or Advanced.
- If selected, the submitted format of the Instruction Course must be strictly adhered to without any change in topics/timings/speakers.
- The abstract will appear exactly the way it has been submitted and the Scientific Committee will not be responsible for any spelling and grammatical errors.
GUIDELINES FOR FREE PAPERS
FREE PAPERS SUBMISSION FOR AIOC 2018 OPENS ON 1st APRIL 2017 AND CLOSES ON 31st MAY 2017
1. Members are invited to submit abstracts for Oral presentations (Free Papers).
2. Each Member can submit a total of 3 Abstracts – preferably of same / similar specialty
3. All abstracts undergo an evaluation process.
4. Based on the evaluation, a member can present a MAXIMUM OF 2 FREE PAPERS.
5. There can be a maximum of 4 authors in a FP (including the Presenting author).
6. All authors SHOULD be members of AIOS (Either Ratified or non-ratified).
7. All free paper awards are given to the presenting author only.
8. The presenting author (which can be any of the 4 authors) MUST BE A RATIFIED MEMBER OF AIOS (till Membership number 19899).
9. If presenting author is not a ratified member, the paper can be presented by the member BUT will not be considered for evaluation of any AIOS award.
10. Free Paper duration is 6 minutes only.
11. Any Change in Sequence of authorship or Presenting authors (if any ) Should be intimated to Chairman Scientific Committee by email before 1st November 2017, Any Change after 1st November 2017 will not be considered.
12. No change in presenting author is allowed during free paper final session.
13. Institution / hospital affiliation and doctor’s name in the title or abstract should not be mentioned and will lead to automatic rejection.
14. Title of the Paper cannot exceed 100 CHARACTERS INCLUDING SPACE
15. Synopsis cannot exceed 1000 CHARACTERS INCLUDING SPACE
BEST PAPER OF AFFILIATED STATE SOCIETIES
1. The best paper of the annual Conference of the Affiliated State Society gets an automatic entry into the preliminary round of the free paper session
2. The Hon.Gen. Secretary of the Affiliated State Society shall officially email the following details of the best paper award winner to the email@example.com
a. Title of the paper
b. Presenting Author name
c. Presenting Author’s AIOS membership number
d. Presenting Author’s email id
e. Presenting Author’s mobile number
f. Photograph of the presenting author
3. The presenting author can send the abstract of the winning paper. The guidelines for submitting the abstract have to be adhered to.
4. The best paper of the state is eligible for AIOS awards if the presenting author is a ratified member of AIOS
5. If the presenting author is not a ratified member of AIOS, he/she should have applied for membership to present his/her paper in the conference
6. A non-ratified presenting author is not eligible for any AIOS awards.
FREE PAPER FULL TEXT
1. If accepted as a paper for the conference, the full text of the presentation must be uploaded either by logging into the chief author’s dashboard or by using the link provided in the selection mail before the stipulated deadline as mentioned in the acceptance letter.
2. The free paper full text can be uploaded in either word or pdf format. The document can include text and images. Embedding of video in the document is disallowed.
Sessions for the selected free papers at the conference
1. The Preliminary round for all the sections will be held on Day 1 of the Conference
2. The Semi finals for all the sections will be held on Day 2 of the Conference
3. The Selection for Col. Rangachari Award will be held on Day 3 of the Conference
Authors of plagiarized abstracts shall be debarred from submitting abstracts for the next two years.
GUIDELINES FOR E-POSTERS
E POSTER SUBMISSION FOR AIOC 2018 OPENS ON 1st APRIL 2017 AND CLOSES ON 31st MAY 2017
An E-Poster is an electronic version of the traditional boards, and is displayed on monitor screens using Power Point slides. E-Poster may include text, figures, tables and images but NO video/animations.
1. Members are invited to submit abstracts for E-Posters.
2. Each member can submit 2 E- Posters out of which 2 can get selected based on the Evaluation process & Scores.
3. There can be a maximum of 4 authors in an E-Poster(including the First author).
4. All authors need to be members of AIOS (Either ratified or non-ratified).
5. All E- Poster awards will be given to the FIRST author only.
6. The First Author must be a ratified member of AIOS (till Membership number 19899).
7. If the First Author is not a ratified member, the E-Poster can be displayed by the member BUT will not be considered for any AIOS award.
8. Institution / hospital affiliation and doctor’s name in the title or abstract should not be mentioned and will lead to automatic rejection.
9. Title of the Paper cannot exceed 100 CHARACTERS INCLUDING SPACE
10. Synopsis cannot exceed 1000 CHARACTERS INCLUDING SPACE
Selected E-Poster can be viewed any time during the conference. A specific time slot will not be required. A Link to upload selected E-Posters will be made available and the same will also be uploaded in the website.
Presentations for E-Posters
E-Posters should consist of a maximum of 12 Microsoft Power point slides, including title slide and offering information on the following topics:
2. Material and Methods
5. Use Time New Roman or Arial fonts.
6. Use the first slide to show the title of the E-Poster and the authors information.
7. Font should be no smaller than 18 points.
8. Maximum of 120 words on each slide.
9. Use a plain background without patterns or dark colours.
10. Use clear headings and leave spaces between sections.
11. Pictures and graphics should be clearly labelled and described.
12. Pictures and graphics should be of good quality.
13. Text should not be obscured by images.
14. Remember that simpler posters are always more attractive and easier to read.
15. Do not fit too much information on one slide.
16. Correct spelling and punctuation make your poster more attractive and informative.
17. E-Posters should contain no video clips/animation files.
18. The file should be not more than 5 MB (more than this size, it will be rejected automatically).
Selection and presentation
1. All the Submitted E-Posters will be subjected to an Evaluation Process.
2. Based on the scores, the best e-poster of each section will be displayed prominently in the e-poster terminal
3. The FIRST AUTHOR of the Best e-poster in each of 20 subject categories will get a certificate of Merit
4. The Authors of E-Posters need not be physically present at the Video Display Terminal
Authors of plagiarized abstracts shall be debarred from submitting abstracts for the next two years.
GUIDELINES FOR PHYSICAL POSTERS
PHYSICAL POSTERS SUBMISSION FOR AIOC 2018 OPENS ON 1st APRIL 2017 AND CLOSES ON 31st MAY 2017
The Scientific Committee feels that Physical Posters are one of best ways to present your work. Apart from high visibility, it allows one to one interaction and collaboration.
The author will have an option to convey your preference between e-poster or physical poster while submitting the abstract.
1. Each PRESENTING AUTHOR can submit 2 Physical Posters out of which 1 can get selected based on the evaluation scores.
2. Not more than 3 co-authors are allowed in a Physical Poster.
3. All authors need to be members of AIOS. (Either ratified or non-ratified).
4. The presenting author (which can be any of the 4 authors) must be a ratified member of AIOS (till Membership number 19899).
5. If presenting author is not a ratified member, the paper can be presented by the Co-author BUT will not be considered for evaluation of any AIOS award. However, atleast one author should be a ratified member of AIOS
6. All Physical Poster awards will be given to the presenting author only.
7. Institution / hospital affiliation and doctor’s name in the title or abstract should not be mentioned and will lead to automatic rejection.
8. Title of the Poster cannot exceed 100 CHARACTERS INCLUDING SPACE
9. Synopsis cannot exceed 1000 CHARACTERS INCLUDING SPACE
The abstracts will undergo evaluation by Screening Committee. A total of 400 posters will be selected for display based on the scores secured in the evaluation. Intimation of selection will be conveyed to the presenting author by way of an email.
Authors of plagiarized abstracts shall be debarred from submitting abstracts for the next two years.
There will be a best poster award each for specialty. In total, 20 awards are to be won.
Once your physical poster is selected, the following guidelines has to be adhered to display in the conference venue.
Use large print and shade or color block letters when possible. For legibility, a minimum font size of 28 points and a maximum of 600 words are recommended. Fully disclose all commercial relationships relevant to the subject matter.
The poster dimension will be 33 Inch/83 Cm horizontally and 45 Inch/114 Cm vertically in the portrait format.
When to display your physical Poster?
All physical posters should be displayed on or before the 11 AM of the first day of the conference. The poster panels will be available for you to display your poster one day before the conference.
How to display?
Poster boards (Pin Boards) to put up the posters and thumb pins will be available at the poster panel area. No sticking tapes to be used.
How to identify your physical poster display panel?
You will get an email containing the poster panel number and location to be displayed prior to the conference.
The poster panel will have your poster number and the title of your presentation displayed on it for you to identify your panel.
Volunteers will be available at your service at the panel area to assist you in finding your panel.
Interaction with the delegates:
Physical poster presentation provides a great opportunity for you to interact with the delegates. Display the date and time of your availability near your physical poster so that the delegates can come and interact with you. Your availability of at least of 1:30 hours on each day is recommended.
Win your award:
1. The judgment of Physical Posters will be done on Day 3 by a panel of Experts.
2. The Presenting author (preferable) or a co-author will need to be present next to their poster during the judging session. The judging session time will be intimated to the presenting author by email.
3. There will be a Best Poster Prize for each specialty (Totally, 20 prizes* to be won)
4. The winner of the best poster of each specialty will get
- Free registration for the next annual conference of AIOS
- Travel grant of up to Rs.10,000/- (Courtesy – CIPLA) for attending the conference and displaying the poster again in the ‘winning posters’ area.
Removal of physical Posters
The Posters should be removed after 5:00 pm on the third day of the conference. Nobody will be responsible for care / damage to posters after that.
GUIDELINES FOR VIDEOS
VIDEOS SUBMISSION FOR AIOC 2018 OPENS ON 1 st APRIL 2017 AND CLOSES ON 31 st MAY 2017
1. Each PRESENTING AUTHOR can submit 4 Videos out of which maximum of 2 can get selected based on the evaluation scores.
2. Not more than 3 co-authors are allowed in video abstract submission.
3. All Co-authors need to be Members of AIOS .
4. Non- Ophthalmic Co-authors can be included (if relevant ) & they can be non –members. However, atleast one author should be a ratified member of AIOS
5. Video duration is 8 minutes only .
6. All Video awards will be given to the presenting author only.
7. If presenting author is not a ratified member, that video will not be considered for evaluation and any AIOS award.
8. No change in presenting author is allowed during video presentation.
9. Institution / hospital affiliation and doctor’s name in the title or abstract should not be mentioned and will lead to automatic rejection.
10. Title of the Video should not exceed 100 CHARACTERS INCLUDING SPACE
11. Synopsis cannot exceed 1000 CHARACTERS INCLUDING SPACE
12. Send 3 CDs of the video (with voice) in MPEG1 format with VT code number to the office of
#49, 3rd Street, Aditya Residency,
Near VCS Nagar, GN Mills Post
Coimbatore – 641029
Tamil Nadu, India
Phone Number : 0422 4374920
All videos should not exceed 8 minutes duration.
Video film category (Select the appropriate one that best describes your submission from the drop down box):
We will not have a formal screening of selected videos but Kiosks (Touch Screens) / Play stations will be arranged, where all selected videos will be loaded and the delegates can come and watch the same at their convenience throughout the duration of the Conference so that this will give maximum exposure of all the selected Videos.
No VIDEOS will be returned. Editor, Proceedings needs them for inclusion in the proceedings CD. Hence keep a copy for your record and send. Don’t send the original.
Judgment of Videos
1. The Top 10 Videos in each segment (Anterior, Posterior & General) will be selected for presentation at the annual conference
2. VIDEOS will be judged according to educational value, originality, and expert use of the medium.
3. The preliminary round of Anterior Segment Videos will be held on day 1 of the Conference
4. The preliminary rounds of Posterior Segment Videos & General Videos will be held on day 2 of the Conference
5. The Best three of each section (Total 9 Videos) will contest for the C.S Reshmi Award on day 3 of the Conference
E-POSTER, PAPER AND VIDEO PRESENTERS SEND PHOTOGRAPHSAND CV TO EDITOR, PROCEEDINGS AIOS
If you have presented a paper, E-Poster or a video please send your short CV with a color passport photograph to the Editor Proceedings, for inclusion in the next proceedings. The CV should contain the year of passing, College, University, Important Awards (maximum 3), Current position held, and any important past post held.
SCIENTIFIC PAPER OR SCIENTIFIC E-POSTER
The scientific committee suggests that the Paper or E-Poster option provides the author with optimum opportunity to present his or her work. If this option is selected, the abstract will be considered, first as a paper, & if not accepted, it will then be evaluated as a E-Poster. However, if only paper is selected, and the abstract is not accepted as a paper, it will not be considered as an E-Poster.
Scientific E-Posters, in general, have the following characteristics:
1. Are presented by individuals rather than by organizations
2. Present scientific material, usually new information
3. Do not solicit members, or promote an organization
Submissions accepted as Scientific E-Posters or free papers may be read in the Hyde Park sessions(for 4 minutes only) if registered with the Chairman Scientific Committee. Only the first 80 requests will be accepted. In case a large number of requests are received, selection will be made on a first come first served basis. Hyde Park entries will be given a certificate of presentation as a Paper but will NOT be eligible for any Award for the paper other than the eligibility for the E-Poster.
If accepted as a paper for the Society programme, the full text of the presentation must be emailed to the Chairman, Scientific Committee [copy marked to Editor Proceedings – firstname.lastname@example.org ] by the stipulated deadline as mentioned in the acceptance letter.
ARTICLES PUBLISHED OR SUBMITTED FOR PUBLICATION IN PEER REVIEWED JOURNALS WILL NOT BE ACCEPTED AND IT MUST BE DECLARED THAT THIS WORK HAS NOT BEEN PUBLISHED IN ANY PEER REVIEWED JOURNAL.
BEST PAPERS TO IJO FIRST
All the SELECTED BEST PAPERS from each session should be submitted to IJO[email@example.com] first for possible publication. The authors cannot submit the selected BEST PAPERS to any other journal unless it has been rejected by IJO after the peer review process. The final decision about the article by the “Editor – IJO” will be taken within 6 months after the submission. If the authors have already submitted it elsewhere for consideration for publication, they must declare the same. Such paper(s) can be presented but will not be considered for “Best paper of the session award.”
The Scientific Committee has developed a checklist for abstract preparation with the objective of assisting prospective programme participants in preparing the best possible abstract for submission. All abstracts are considered equally for acceptance and the quality of the abstract is the single most important factor in the committee’s decision. Please follow the checklist to assist you.
CHECKLIST FOR ABSTRACT CONTENT
1. Is the title descriptive of the abstract? Does the title avoid gratuitous statements and irrelevant information?
2. Studies barely under way or in which the outcome may be inconclusive should not be submitted.
3. Scientific abstracts will be evaluated without the knowledge of the name or affiliation of the author. Thus, identifying phrases within the title and abstract itself are not allowed and will result in automatic disqualification of the abstract without evaluation.
4. Does the abstract contain a concise statement which can be evaluated by an impartial observer, covering the following:
a. Why did you do the study?
b. What did you do?
c. What did you find?
d. What does it mean?
5. Abstracts with statements such as, will be done, is underway, will be analyzed will be discussed or No data / Insufficient data” – to prove the results, wrong methodology and data acquisition, period of study not given, not enough subjects to draw the conclusion cannot be accepted.
6. Proof read your abstract? Conciseness, clarity, and care in the preparation of your abstract are important considerations in the Scientific Committee’s deliberations. Misspellings and typographical errors do a disservice to your scientific work. If accepted, your abstract will appear exactly as typed.
7. Is your abstract within the character limit?