ASA19: University of East Anglia, Norwich 3-6 September 2019
Information for conference participants
- Rules on participation
- Acceptance letters
- Visa Letter
- Editing your name and institution in the system (Cocoa)
- Controlling/editing your panel
- Chairs and discussants
- Length of panels
- Pre-circulation of papers
- Timing of presentations
- Communication between authors/convenors
- Convenor responsibilities
Please note that an individual cannot present more than one paper at the ASA conference, nor convene or be a chair or discussant more than once.
Panels convenors and paper presenters need not be members of the association. However, the ASA welcomes new members (see membership page). Members of the association and of WCAA sister-associations can register for the conference at a discounted fee.
Formal acceptance letters (signed pdfs on headed paper) can be downloaded from the login environment (the login link is the head icon on the upper navigation bar). Log in, proceed past your contact details with the "Proceed" button (located under the contact fields) and then scroll through to your panel/paper. There will be an encircled A at the end of the panel/paper title line. Click on this, download the pdf and print your letter. Please note that we do not send such letters by post.
Many colleagues will need to apply for visas in order to enter the UK. We can supply an additional letter, on University headed paper, signed by the convenor of the conference, tailored to the needs of the visa authorities. In order to request a visa support letter, please email following details to us conference(at)theasa.org
- Your full name (as in passport)
- Passport number
- Nationality (as in passport)
- Date of birth (as in passport)
You can access your data (paper or panel information, personal data details) by logging into Cocoa from the login link above. Make sure your contact details are the way you'd like them to be presented:
- your title,
as these are visible on panel pages and will eventually appear in the printed programme and on your conference badge.
Panel convenors can use the login link (the head icon) in the tools menu above to edit their proposals. Later, when panels have been accepted/rejected, convenors are requested to administer their panels via this login environment. Convenors should log in to state any specific timing requests for their panel (when directed to so by the conference administrator), to add the names of chairs/discussants, and to manage the paper proposals. Co-convenors cannot be added/removed nor can panels be withdrawn through this environment - please email us to do this conference(at)theasa.org.
The names of any chairs or discussants can be added through the login environment. Please use the convention of Firstname Lastname (Institution). If these roles are to be taken by convenors, then please do not enter your own names there as it is implicit that this will be the case where other names are not listed.
Panels may not last for more than a single day. Each day will have a maximum of four 90-minute panel sessions, each of which may hold up to four papers.
The ASA has no rule about this; many convenors are keen, however, to pre-circulate completed papers. To facilitate this, an author can upload a PDF of their paper within the login environment, which will then show as a downloadable file beneath their abstract on the public page on this site. It is a convenor's decision whether they instruct their presenters to make use of this.
Panels will last for no more than a single day, having a maximum of three 90-minute panel sessions, each of which may hold up to four papers. So at most a panel will have 12 papers. The panel timetable will be established just before registration opens on 21 May. Convenors are free to allocate the time in their sessions as they like. The ASA norm is to allocate each presenter a maximum of 20 minutes (for presentation and questions/discussion), but convenors should let you know about this nearer the time of the conference.
Convenor/author email addresses are not shown on the panel pages for anti-spam reasons. However, there is an inbuilt secure email messaging system. If you cannot work that, please email conference(at)theasa.org to obtain relevant email addresses.
It is the convenors' responsibility to ensure that all panel participants are well briefed and that the panel continues to meet ASA2019 requirements. To that end, convenors should not only communicate their decisions over proposals to paper proposers, but also later in the process, email the panelists to:
- inform them of the speaking order (albeit this is displayed on the public panel page)
- inform them as to how much time they have been allocated
- remind them to register (the registration status can be seen in the login environment)
- inform them of any late changes or additional chairs/discussants, and give any other information related to the panel.
- if panelists withdraw, convenors should mark these withdrawals in the login environment to inform the organisers.
Any queries with the above please email conference(at)theasa.org.