Frequently Asked Questions about CHPPD Section Invited Sessions

Frequently Asked Questions
about CHPPD Section Invited
Sessions

 

What is a CHPPD Section Invited Session?

An invited is an oral scientific session of between three and four panelists on an related issue or multi-faceted project organized by a CHPPD section member.

How is an invited session set up?

The idea for an invited session may be suggested by colleagues or members to the section program committee chairs by the organizer, who has to be a CHPPD Section member in January. The organizer has to write up an overall session description and a title, and learning objectives on the CHPPD Invited Session Proposal form. This information is emailed to the CHPPD program committee chairs, Program Chair Khusdeep Malhotra (kmalhotra@msm.edu), co-chair Shariece Johnson (SharieceJohnson@westat.com) and CHPPD Section Chair Winston Tseng (wtseng@pacbell.net ).  The program committee chairs will review the proposal to assess if the idea for the Session is consistent with the preferred conference topics identified by the CHPPD Section in the Call for Abstracts posted at https://apha.confex.com/apha/142am/chppd.htm or www.apha.org/meetings. If so, then the program committee chairs will recommend to the organizer to proceed with submitting abstracts for consideration.  Once abstracts have been submitted, the organizer will need to send the completed Invited Session Proposal form to the program committee chairs with the abstract ID numbers included.  Please see below regarding the review process for proposed invited sessions.

When each of the speakers for an invited session is asked to submit an abstract, is there something that they need to reference so it’s clear that they are part of an invited session panel?

When invited panelists submit their abstract, in the comment box, they should state the title of their invited session, along with the sentence “I am an invited panel member." Later, when the panelist receives his/her abstract number, each panelist must send it to the organizer. In turn, the organizer is responsible for sending all the abstract numbers to the program committee chairs using the Invited Session Proposal form. This ensures that the panelists in the invited session are linked together for the review process.

How would they know what topic to choose when submitting their abstract?

It is the responsibility of the organizer to choose the topic based on the menu of topics presented by the section, or the Annual Meeting theme, write the overall session description with learning objectives and email the program committee chairs for consideration.

How does the organizer get this information to instruct the panelists?

After the organizer has the topic approved, he/she identifies and invites panelists to participate. Organizers can submit ideas for new invited sessions soon after the conclusion of the previous annual meeting, and should do so no later than early February.  The organizer and panelists are notified of abstract decisions and sessions in June and have until early August to confirm their attendance at the Annual Meeting.  Abstracts for proposed invited sessions should be submitted by the same deadline for abstracts specified in the CHPPD Call for Abstracts.

After the Invited Session topic is accepted, what does the session organizer do next?
After the organizer has the topic approved, he/she identifies and sends an email inviting panelists to participate in the session at the Annual Meeting. The organizer should share the overall session abstract and the learning objectives with the panelists so they are clear about the expectations of the session. 

Do the presenter abstracts have to use any common objectives?
The presenter's objectives have to be within the scope of the overall session and do not have to be the same as the overall session or as that of the other presenters.
 
How are the invited sessions' abstracts reviewed?
All invited session abstracts are blind-reviewed in the same process as all abstracts that are submitted by the abstract submission deadline, and receive scores based on their individual merits.  At least three invited session abstracts must be accepted for the organizer to be approved to have the invited session scheduled in the program. If less than three invited session abstracts are accepted through the review process, then the remaining accepted abstracts will be included in other oral, poster or roundtable sessions.

How are the abstracts arranged within an invited session?

At least three invited session abstracts must be accepted for an approved invited session on the program. If fewer abstracts are accepted in the peer review process, these abstracts will be considered regular submissions and assigned to the session in which they best fit. If fewer than five abstracts are submitted for the invited session and another party submits a related abstract, the program committee chairs reserve the right to include that abstract in the invited session. The organizer and panelists are notified of abstract decisions in June and have until early August to confirm their attendance at the Annual Meeting.

What are the role and responsibilities of the organizer, panelists, program committee chairs, and section chair?

Role

Responsibilities

Organizer: To articulate the idea as an overall session proposal to the section program committee chairs using the Invited Session Proposal form. Include tentative titles of participating abstracts and short descriptions. If approved, identify, coordinate, and communicate with the panelists to facilitate timely submission of the abstracts. If a panelist is unable to attend, notifies program chairs within 48 hours whether abstract will be withdrawn or the name of a confirmed alternative presenter

  • Write overall session title, abstract, learning objectives and provide other requested information on the Invited Session Proposal form.
  • Submit draft Invited Session Proposal form to program chairs and section chairs by end of January for review
  • Identify and guide panelists through process
  • Ensure abstracts are submitted by the February deadline
  • Ask panelists to provide abstract titles and abstract numbers upon submission and email the program committee chairs the final version of the Invited Session Proposal form with the abstract numbers after the abstracts have been submitted to ensure abstracts in the invited sessions are grouped together for the review process
  • If a minimum of 3 abstracts are approved through the review process, finalize logistics for organizing the invited session, including identifying a session moderator
  • Ensure the session panelists & moderator complete the required APHA Conflict of Interest form by the APHA deadline
  • Notify the program committee chairs of any changes in the names of the moderators or panelists

Panelist: Write an abstract consistent with the theme of the overall session with the title and learning objectives; submits it for peer review by the deadline, and on approval submit the PowerPoint presentation online. If unable to attend the session, informs the organizer and program committee chairs.

  • Write the abstract, title and learning objectives
  • Submit abstract online for peer review by the February deadline
  • Provide complete contact information when submitting abstract and complete required Conflict of Interest form
  • If abstract accepted but cannot attend annual meeting, notify APHA to withdraw by August or required deadline to withdraw without penalty
  • Notify organizer immediately if have to withdraw the abstract at any time
  • Submit PowerPoint presentation online by required APHA deadline

Program committee chairs (Chair/Co-chair): Reviews the proposal submitted by the organizer to develop an Invited Session, communicates the decision back to the organizer within 5 working days. Ensures the abstracts are peer-reviewed as a group and communicates back to organizer if Invited session is able to be scheduled (if a minimum of 3 abstracts are accepted through the review process)

  • Review Invited session proposal received from organizer
  • Communicate decision to organizer within five working days whether recommended to proceed with submitting abstracts for proposed invited session
  • Organize peer review
  • Notify organizer if approved to have invited session scheduled (if minimum of 3 abstracts accepted) and if any other changes needed to proposed session, after APHA sends notification of accepted abstracts
  • Ensures that the accepted invited session abstracts are grouped together in a scheduled session on the program

Section Chair: Receives proposal for Invited Session form sent by organizer to program committee chairs and makes recommendations to program committee chairs on whether the topic for the session aligns with the CHPPD preferred topics for the annual meeting

  • Review proposals for Invited sessions with program committee chairs
  • Provides feedback to program committee chairs on which Invited sessions to recommend

What are key deadlines that CHPPD Invited Session organizers should take note of?

Deadline

Item

End of January 2014

Email Invited Session Proposal form to program committee chairs and section chair for review

February 8, 2014

Abstracts have to be submitted online by panelists by the CHPPD Call for Abstracts deadline. Panelists send abstract titles and abstract numbers to session organizer after abstracts submitted.  Session organizer submits final and complete Invited Session Proposal form to program committee chairs

June

Panelists and organizer notified of outcome of abstract peer review process.  Check APHA website for exact deadline.

August

Deadline for withdrawal of abstracts without penalty.  Ensure panelists and moderators have submitted Conflict of Interest forms.  Check APHA website for exact deadline.

October

Online PowerPoint submission. Check APHA website for exact deadline.

October/November

Annual Meeting


Is there any financial assistance with travel or registration to the Annual Meeting?

Limited financial assistance is available such as a finite number of one-day complimentary registration passes for individuals involved with Invited sessions (i.e., panelists, moderators) who are not APHA members. However requests for complimentary one-day registrations should be made early, and need to go through an approval program. The section has limited funds, and APHA by-laws do not allow sections to reimburse travel to the Annual Funds from their operational budget.

Who are the contacts for invited sessions?

·         Section Chair: Winston Tseng, wtseng@pacbell.net