Abstract Review Instructions (Last updated: 29 Sep 2022)

Program Committee (Committee Page)

The AOGS Secretary General is Program Chair
All Section Presidents are Program Committee Members
As always, all dates are subject to change (See All Important Dates)

Section Program – AOGS2023 Key Dates & Deliverables
06 Sep 2022 to
08 Nov 2022
  • Propose Sessions
08 Nov 2022 to
22 Nov 2022
  • Section Presidents Prevent Overlapping and Duplication of Sessions
  • Section Presidents Complete Review of Session Proposals
29 Nov 2022
  • Review Outcome to Session Proposers
  • Accepted Proposals Announced for Abstract Submission
29 Nov 2022 to
14 Feb 2023
  • Abstract Submission
  • Application: Reduced Fee, Student Volunteer Fee Waiver
14 Feb 2023 to
14 Mar 2023
Drop-dead Date: 14 Mar 2023
  • Conveners Complete All Abstract Reviews
  • AOGS Approves Reduced Fee & Student Volunteer Fee Waiver
  • Conveners Decide AOGS Comps Recipients
21 Feb 2023 to
21 Mar 2023
Drop-dead Date: 21 Mar 2023
  • Section Presidents Decide Session’s Presentation Date & Time
  • Conveners Line Up Presentations and Session Chairs
21 Mar 2023 to
28 Mar 2023
  • Notify Abstract Review Outcome (21 Mar 2023)
  • All Talks Lined Up & Session Chairs Assigned.
  • Section Presidents Fill Gaps and Fine-tune as Necessary
28 Mar 2023 to
15 Apr 2023
  • Council/Program Committee Approves Program
01 Jun 2023
  • Delete from Program Abstracts Not Covered by Any Registration

Drop-Dead Date: 14 Mar 2023

A. Conveners Accept or Reject An Abstract


  • The online review will be enabled from 14 Feb 2023
  • This is not the time for the detailed time scheduling of your session, meaning deciding when a paper will be presented and whether it will be oral or poster.

B. Conveners Assign AOGS Comps

C. AOGS Approves Reduced Fee & Student Volunteer Fee Waiver Applications


  • Having an accepted abstract is a mandatory requirement for receiving AOGS financial support. This means that applicants are dependent on Conveners who must do their best to complete their abstract reviews on time.
  • For every 20 accepted abstracts, 1 complimentary registration is given for the Convener to decide the recipient. This cannot start until all abstract reviews are completed.
  • All AOGS Comps recipients will be informed from 21 Mar 2023 onwards.

This document covers:
  1. Acceptance, Rejection, and Movement of Abstracts by Conveners
  2. Viewing Sessions/ Updating Session Details
  3. Viewing Abstract Statistics & List
  4. Accessing the Abstract Details
  5. Reviewing an Abstract so as to Accept or Reject it for the Meeting
  6. Moving an Abstract to another Session
  7. Complimentary Registrations (AOGS Comps)
  8. Entering Scheduling Preferences for Your Session
  9. Communication with Section Presidents
1.  Acceptance, Rejection, and Movement of Abstracts by Conveners

This document describes how Conveners can view the abstracts submitted to their session, accept or reject them, request that specific abstracts be moved to another session, utilize the one complimentary registration per twenty accepted abstracts benefit and provide the Section President and Program Committee with information on when you do and do not want your Session scheduled.

The planned abstract submission deadline is 14 Feb 2023. Reviews need to be completed and acceptance notifications sent by 21 Mar 2023. Please complete the review preferably by 01 Mar 2023 but no later than 07 Mar 2023. This is so that Section Presidents can have time to rectify (if needed).

It is requested that you decide as soon as possible on the acceptance, rejection, and movement of the abstracts submitted to your Session. Because review decisions (accept or reject) are a compulsory requirement for determining funding support (AOGS Comps and Reduced Registration Fee), it is very important that Conveners complete their reviews on time. This will then allow the Treasurer and the Program Chair the maximum amount of time to perform their duties. These decisions should be made before or by 14 Mar 2023 at the latest.

This is NOT the time for detailed time scheduling of your session, meaning assigning Invited abstracts or deciding when a paper will be presented and whether it will be oral/poster.

Note: - Abstract Submission Policy (since AOGS2011)

From AOGS2011, authors will need to complete the payment of the abstract processing fee BEFORE an abstract can be further processed. Abstracts in the PENDING state are those whose abstract processing fees remain unpaid. These abstracts are not eligible for review or acceptance. Conveners can review abstracts in the ACTIVE state only. They are not duplicates, withdrawals and cleared abstract processing fee payment. Due to deadline extensions and whatever reasons, some abstract processing fees may take longer time to settle. These abstracts can only progress to the ACTIVE state and qualify for review later.
Please make periodic checks to see if there are any new ACTIVE abstracts that need to be reviewed.

2.  Viewing Sessions / Updating Session Details

Please keep the session information up-to-date, including the session title, descriptions, and convener lists.

  1. Log into MARS: https://meetmatt-svr.net
  2. Click “My Sessions” from the left menu. And you will see the My Sessions page.
  3. Click on the session code (e.g., PS03) to view the session details
  4. Click “edit” and you will able to
    • Update the session details such as title, description, scheduling preferences.
    • Add / remove co-conveners, and change the main convener.
      (Co-conveners are automatically listed by last/family names alphabetically.)

3.  Viewing Abstract Statistics & List

Follow the steps below to view the abstracts submitted to your session(s).

  1. Go to “My Sessions” page.
  2. Under the session summary is a section titled “Abstract Submission Summary”, which is a table that summaries the statistics of the abstracts in your Session.
  3. Click the abstract count next to “Total Submitted” and you will see the Abstract List page. This page lists the abstracts that are submitted to your Session.

4.  Accessing the Abstract Details
4.1 Go to the Abstract List page
4.2 Click one of the abstract IDs. This will bring you to the Abstract Details page.
On this page, you can view
  1. The full abstract – title, author list, content.
  2. Abstract Status (ACTIVE, PENDING, WITHDRAWN, or DUPLICATE). Note that you will only be able to review the ACTIVE abstracts.
  3. Author’s preferred presentation mode (oral, poster, or either)
  4. Payment status of the abstract processing fee
  5. Review decisions & comments
  6. Decision (by Conveners and/or Section Presidents) the presentation mode and status (whether Invited or Contributed) of the paper

5.  Reviewing an Abstract so as to Accept or Reject it for the Meeting

Note that the acceptance/rejection decisions you will enter online are TENTATIVE, i.e., they are NOT immediately visible to the authors. The review results will be FINALIZED on the acceptance notification date (21 Mar 2023), and after that the review results will be sent to and made visible to the authors.

You may change your decisions before the acceptance notification date.

  1. Go to the Abstract Details page
  2. On top of the page, click the link “Review”.
  3. Fill up the review form. For the majority of the cases, you are required to enter
    • Review Decision: Accept / Reject
    • Comments to authors
  4. Click “Save” to save the changes.

6.  Moving an Abstract to Another Session

If you want to do this then contact the Section President, first author, and Lead Convener of the other session with your request. If they agree then the Section President will arrange the abstract’s movement with the Secretariat by email to: info@asiaoceania.org . If the author does not agree, then the responsibility to accept or reject the abstract returns to you.

7.  Complimentary Registrations (AOGS Comps)

Starting from 2012, a new funding support scheme is introduced – details here: https://www.asiaoceania.org/aogs2022/public.asp?page=funding_support.asp#COMPS

Complimentary Registration (AOGS Comps)
For every 20 accepted abstracts, 1 complimentary registration provided to the Session Convener for deciding the recipient. Total funding available is up to 200 complimentary registrations.

This is how Conveners can go about deciding the “AOGS Comps” recipient:

  1. Go to “My Sessions” page.
  2. Click the link “Assign Complimentary Registration” next to the abstract count, to view the page.
  3. This page displays the session’s AOGS Comps quota calculated based on the number of abstracts that have been marked “To Accept” in the session. It also lists all the authors in the session, and if he/she is already an “AOGS Comps” recipient (by another Session), it will also show up here. Each person can only benefit once and the benefit is not transferable.
  4. Always click the “Assign Complimentary Registration” link to check any unconsumed quota. Click “Comps” to utilize the quota. Click “Clear Comps” if you would like to remove the AOGS Comps benefit to the author.

8.  Entering Scheduling Preferences for Your Session

You may enter online your preferences for the scheduling of your Session, e.g., the time/date you prefer, times/dates you want to avoid, whether it should (or should not) be scheduled on the same day that another Session is scheduled. Your preferences will be visible to the Section Presidents at the time of scheduling / time allocation, but it is not guaranteed that they will be satisfied.

  1. Go to “My Sessions” page.
  2. Click on the session code (e.g., PS03)
  3. Click the link “Edit” above Session Details.
  4. Enter Remarks and Special Requirements and Save.

9.  Communication with Section Presidents
  1. Conveners should inform their Section President by email when they have fulfilled their duties, or if they anticipate trouble doing so. You can find all email addresses on the “Committee Page” here: https://www.asiaoceania.org/aogs2022/public.asp?page=program_committee.asp
  2. The next stage of the Convener’s responsibility involves scheduling the accepted abstracts, following such a schedule.

    By 21 Feb 2023
    1. Section Presidents allocate time slots to Conveners and copy the same to Program Chair by email to: robin.robertson@xmu.edu.my and Secretariat by email to info@asiaoceania.org
    2. Secretariat activates online scheduler (section by section) upon receiving the time slot allocation from the section’s President

    By 21 Mar 2023
    Conveners complete scheduling online (in MARS)