User Manual - STEM Symposium
Contents
1. approval of a faculty sponsor Although a faculty member may be a co author on the abstract they will not be able to start or edit an abstract until the student submits the abstract for review Q I am a student who worked on a project with multiply faculty How many Faculty sponsors may I have A A student can name as many co authors student or faculty as he she likes however each abstract can only have one faculty sponsor Keep in mind that neither faculty sponsors nor faculty co authors may edit the abstract while the student is working on it Once the student submits the abstract both faculty authors and the faculty sponsor will gain edit permissions Q Iam submitting an abstract for work that I did without the assistance of Rowan Faculty Do I still need a faculty sponsor A Yes Abstracts cannot complete the submission process without a Rowan University faculty sponsor However that faculty sponsor does not have to be an author on the abstract Faculty sponsors are used to help complete the submission process Once an abstract is submitted by the student faculty sponsors review the content and approve or return the abstract Faculty sponsors for the STEM Symposium were instituted after several students attempted to submit an abstract in violation of a confidentiality agreement with the institution where they performed their research Thus faculty sponsors should also verify that presentation of the work at the STEM Symposium wil2. 1 Creating an Abstract To create an abstract go to Abstracts in the main menu and select Add an Abstract This will take you to the first page of the submission process From here you can enter your Abstracts title body category and cluster Every Abstract must have a title body and category Please be sure to choose these such that they correspond to the abstract aka Even though you may be an Electrical Engineer if your abstract has to do with Biology Chose the Biology Category Note that clusters are optional The clusters are used to group related posters during the STEM Symposium presentation Once you are finished you should click the save and continue button on the bottom of the page to continue to the next step in the submission system You can always come back and change or add anything to any page of the submission system before you submit the abstract Once the abstract is submitted you will lose all edit permissions 2 Edit an Abstract To edit an abstract first click the My Abstracts under the Abstracts button in the main menu You should now be able to see all the abstracts that you are linked to Find the one you wish to edit and click View which appears all the way to the right of the table of abstracts From here you may navigate to the page you wish to edit by using the buttons on the top of the page Please note that not all authors have edit permissions Someone may have named you an au
3. II HI IV VI Rowan University STEM Symposium Abstract Submission System Help amp Instructions Manual Version 1 0 2015 Overview p 2 What s New for 2015 p 4 How do I register p 4 I forgot my email password what do I do p 4 Student User p 5 A Abstracts 1 Creating an Abstract 2 Edit an Abstract 3 Submitting an Abstract 4 Checking an Abstract Status B Options 1 Account Information Faculty Instructions p 6 A Abstracts 1 View all Abstracts 2 View a specific 3 Searching through abstracts B Options 1 Account Information I Overview of the Abstract Submission System The Abstract Submission System is a piece of online software that allows easy management of the projects and posters which will be presented at the annual STEM Symposium The new website originally developed for the 2014 STEM Symposium can currently be found at the link below https stem rowan edu abstractsubmission Even if you were aware of the old pre 2014 submission system we advise you continue reading this document since the new submission system is brand new and does not relate in any way to the submission system used for STEM symposia before 2014 Q I am a student who wishes to submit an abstract to the STEM Symposium What do I do A In order for a student to submit an abstract he she must first register with the Abstract Submissions System If you are already registered you may proceed to lo
4. additional tweaks here and there to make the submission process even smoother If you have never submitted to the STEM Symposium or if it has been a couple of years since you have been a part of the Symposium there is much to learn Please join us at https stem rowan edu abstractsubmission II How do I register for the STEM Symposium Submission System To register for the new STEM system simply go to the link on the first page of this document and click on the Register button Then fill out the entire form and click Register You will then need to confirm your registration through a link sent to the email you provided during registration Once you have confirmed registration you will be allowed to enter the STEM symposium abstract submission system Please note that while the registration system asks for your banner ID it is not required Banner ID is only used with the Alumni office in contacting past STEM presenters You do not need to provide it if you do not wish to IV I forgot my email password What do I do To retrieve your email or forgotten password simple go to the link provided at the top of this document and click on the Forgot Email or Forgot Password button Then follow the on screen instructions to retrieve your email or reset your password If you are still having trouble getting your account information please email RowanStem gmail com for more help V Student Users A Abstracts
5. gin Upon logging in students may create an abstract by choosing Abstracts in the main menu and then selecting Add an Abstract Once an abstract is submitted student authors can no longer edit the abstract and Faculty authors gain edit permissions Once a Faculty Sponsor approves an abstract no one may edit the abstract Q Iam a faculty member who wishes to sponsor an abstract for the STEM Symposium What do I do A All authors and sponsor much be registered with the STEM Symposium website To sponsor an abstract first a student must create the abstract Once the abstract is created a student must assign a sponsor The student can choose this sponsor from the Sponsors page while editing an abstract Once a sponsor is chosen and the abstract is submitted it is the sponsor s job to review the abstract and then either Approve or Return it An abstract should be approved only after the sponsor feels it is complete Once the abstract is approved no one may edit it If the abstract is not complete the sponsor may Return the abstract to the student if they feel it is not complete NOTE All faculty sponsors must be from Rowan University and must register with their Rowan University Email address Q May faculty initiate the abstract submission process A No Since the STEM Symposium is a student research symposium only student users may create new abstracts However no abstract may complete the submission process without the
6. l not violate confidentiality agreements Faculty authors are just that authors that happen to be faculty members as well The system is set up to promote students submitting the abstract therefore faculty authors will not be able to edit an abstract until the student submits the abstract for review Q What do I do if m having problems with the submission process A This is a brand new submission system so we definitely anticipate that issues will arise If you encounter a problem with the system please first consult this document If that does not answer your questions you may then email the STEM Coordinators You can reach them by emailing RowanStem gmail com Q I am sending an email to RowanStem gmail com who are these people A The administrators for the online submission system are the STEM Symposium Coordinators and the STEM Student Coordinators The STEM Symposium Coordinator is currently Dr Hecht Dept of Biological Sciences The STEM Student Coordinators change every year but usually they are four to five Biology students All of us have access to the RowanStem gmail com email account and all of us have extra permissions on the STEM Symposium Website The Admins can manage any concerns you may have about the status of your abstract or the status of a user Il What s New for 2015 Last year we rolled out a brand new web based submission system We received a lot of positive feedback but we ve made a few
7. ponsor Once the sponsor approves the abstract no more edits may be made by students or faculty If the sponsor does not approve of the abstract and its content the sponsor may choose to Return the abstract This sends it back to the student authors for editing and a chance to re submit the abstract There is no limit on how many times an author can submit an abstract 4 Checking an Abstract Status To check the status of an abstract first click the View All button under the Abstracts button in the main menu You should now be able to see all the abstracts that you are linked to From here you are able see the status of all your abstracts as well as other information about the abstract You may choose to View your abstract which will take to you a page that will display that abstract as it will appear in the booklet including the other authors as well as the body B Options 1 Account Information To change your name banner ID department or password you can do so under Account Information in Options from the main menu
8. thor but restricted your permissions to Read Only 3 Submitting an Abstract To submit an Abstract first click the My Abstracts under the Abstracts button in the main menu You should now be able to see all the abstracts that you are linked to Find the one you wish to submit and click View which is located all the way on the table of abstracts This will take you to a page that lets you review your abstract If you are comfortable with your abstract and want to submit it click the Submit button Please note that if you do not have any requests you will see a check box that asks you to confirm that you do not need anything to present This is the last time you will be able to change your requests If you are sure you don t need anything you may check the box and then click Submit 4 Checking an Abstract Status To check the status of an abstract first click the My Abstracts button under the Abstracts button in the main menu You should now be able to see all the abstracts that you are linked to From here you are able see the status of all your abstracts as well as other information about the abstract You may choose to View your abstract which will take to you a page that will display that abstract as it will appear in the booklet including the other authors as well as the body B Options 1 Account Information To change your name banner ID department or password you can do so under Acco
9. unt Information in Options from the main menu VI Faculty Users A Abstracts 1 View An Abstract Faculty members may view any abstract they are linked to by going to Abstracts in the main menu and then clicking one of the options The View All lets the user view every and all abstracts connected to them regardless of the abstracts status Choosing to view abstracts by a certain status such as submitted will show all abstracts that you are linked to with that particular status 2 Edit an Abstract Faculty members may only edit an abstract after the student submits the abstract for review regardless of whether the faculty member is the sponsor of the abstract or an author To edit an abstract that has been submitted by a student first click View Submitted under Abstracts in the main menu Then find the abstract that you wish to edit and click View which is located on the far right of the table From here you are able to navigate to the page you wish to edit using the buttons at the top of the page Note that if the student as listed you as a faculty author but has requested that you only receive view permissions you will not be able to edit an abstract even in the submitted stage 3 Approve Return an Abstract When a student submits an abstract it is the sponsor s job to review that abstract and approve or deny it All abstracts that are to be presented at the STEM Symposium must be approved by a faculty s
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