Submission & Participation Policies

Submission and Presentation Policies

By submitting a proposal to the CIES 2021 conference, you agree to the Submission and Participation Policies outlined below.

Membership and Registration

While not required at the time of proposal submission, both (1) CIES membership for the 2021 calendar year, and (2) conference registration  are required for presenters. If your proposal is accepted, you will receive further instructions about becoming a CIES member or renewing your membership for 2021, as well as registering for the CIES 2021 conference. All participants are required to fulfill both of these requirements by January 31, 2021, in order to appear in the conference program.

Registration for the conference must be paid online. (A link to the registration website will be added when the registration window opens, in late October.) Non-presenting participants must also pay for conference registration. While membership in CIES is required in order to present or appear in the program, non-member registration is available for those who wish to attend as a non-presenter (although they are also encouraged to join CIES – see the benefits of membership here). Limited on-site registration will be available for those who attend in person and are not presenting and will not otherwise appear in the program.

Proposal Review and Selection Process

CIES 2021 will accept proposals for contributions in several session formats. Proposals for research papers, panels, roundtables and posters will undergo double blind-peer review. Proposals for pre-conference workshops, book launches and art exhibits will be reviewed by the CIES 2021 Program Committee. The mentoring workshops are reviewed by the New Scholars Committee. Details about session formats are provided in the full Call for Submissions. The submission deadline is October 14, 2020. Decision letters will be distributed in December 2020.

Participation Limits

In order to promote wide participation, individuals may present only once in the research sessions that are double-blind reviewed – please make sure your name appears in only one submission for a paper presentation, panel session, poster, or roundtable (unless otherwise indicated or invited by the Program Committee). If you submit for another presenter, please make sure this is their only submission. Submissions in other formats (pre-conference workshops, book launches, art exhibits) and Standing Committee special sessions (New Scholars Committee workshops, the Gender and Education Symposium, and the UREAG invited session) do not count towards the presentation limit. Participants may be listed in the program more than once as a co-author (non-presenter), chair, organizer, or discussant.

To avoid duplication of presentation content, individuals with multiple roles in the conference program may not present the same material in different sessions. For example, if your paper is accepted at a New Scholars Dissertation Workshop, you will not be able to present the same paper for an individual paper or group panel session.

Due to the circumstances in 2020 when CIES 2020 moved to a virtual format at the onset of the COVID-19 pandemic, some accepted presentations were not able to be presented. If you did not present in any format (synchronously or asynchronously) and would like to submit to present at CIES 2021, we invite you to do submit your proposal. These proposals will undergo review along with all 2021 submissions, and acceptance decisions will be independent of the 2020 process.

Proposal Revisions After Acceptance

In extenuating circumstances only, CIES may allow for minor changes to be made to presentation titles and abstracts after proposal acceptance, or allow changes to the list of presenting and non-presenting authors. However, in order to maintain the integrity of the blind peer review process, adding new presenters or additional papers to accepted proposals will not be permitted. To request proposal edits after acceptance, please contact cies2021@cies.us.

Conference Participation

All presenters of accepted proposals are expected to attend CIES 2021 in Seattle and/or virtually, and be present (physically or virtually) at their scheduled session. They are also expected to circulate their papers to their co-panelists and any discussants at least one week prior to the conference. If an emergency or other circumstance prevents any authors/presenters from attending the conference, they should immediately contact cies2021@cies.us as well as any panel organizers, and, if submitted through a SIG or Committee, the SIG/Committee representatives (unit leaders). The SIG/Committee unit leaders are listed here.

CIES 2021 is planning for both virtual and on-site options for participation. Please note that you will not be asked whether you plan to present in person or online when you submit your proposal. That request will come later in an invitation from All Academic. This allows for participants to change their minds about where and how they plan to submit.Different on-site and virtual options will be available for different types of sessions.

Due to the unpredictability of COVID-19 there may be some adjustments to the virtual and/or on-site conference sessions. Most sessions that are scheduled as Zoom sessions will occur at the same time with the same Zoom link. Asynchronous sessions will also remain the same as planned. For more information about how sessions may be affected, please see Our Flexible Approach and On-site and Virtual Options.

Presentation Equipment and Internet Access

In Seattle, sessions that are scheduled in regular meeting rooms will have standard presentation equipment (LCD/overhead projectors) with Zoom links hosted by CIES. These include paper and panel sessions, book launch sessions, pre-conference workshops, and the usual plenary/keynote sessions and CIES business meetings. Presentation equipment will not be provided for poster sessions, or for on-site only roundtables. Zoom links will also be provided for virtual synchronous sessions that are not based in a meeting room; laptops and projectors will not be provided for these sessions. See On-site and Virtual Options for types of sessions.

Presenters in Seattle should avoid embedding web links and streaming content within their PowerPoint presentations. It is recommended that presentations as well as any related files be saved to your own personal USB flash drive (memory stick), so that they may be uploaded to a shared computer prior to the start of your session. Presentations should take into account that some participants will be on-site and some will be connecting virtually; please make sure presentation materials will be easily accessible in both the on-site setting and online.

Virtual synchronous presentations where presenters are not in Seattle will occur via a CIES-hosted Zoom link.

Inclusion and Accessibility Policies

CIES is committed to offering a welcoming and accessible environment for all. The procedures and resources noted below will be in place at CIES 2021 Seattle in order to ensure that the diverse needs of our participants are met.

ADA Accommodations and Special Requests

Please be sure to indicate any special needs when completing conference registration for CIES 2021 so that we may arrange for accommodations.

If you plan to stay at the conference venue hotel (Hyatt Regency Seattle) and require an ADA-compliant or -accessible room, please let the hotel know this directly during the booking process. Both registration and hotel reservation information for conference participants will be made available in October 2020.

Gender-Inclusive Restrooms

Between 2019 and 2024, CIES will host its annual conference at Hyatt properties around the United States. According to corporate policy, it is Hyatt’s practice to permit guests to use the restroom of the gender with which they identify.

Nursing Mothers Room

CIES supports the right of women to breastfeed in public spaces and across our conference meeting facility. Additionally, within the Hyatt Regency Seattle, we will provide a private lactation room for nursing mothers to use as they desire.

Prayer, Contemplation and Meditation Room

CIES will make a special, dedicated room available for prayer, meditation and reflection in the hotel venue in Seattle.

Guidelines for Accessible Presentations

As you prepare your CIES presentation, it will be helpful to keep in mind how you might enhance the accessibility and effectiveness of your communications to reach a variety of audience members, both on-site and virtual. As a presenter, chair, organizer, discussant or conference participant, you play a central role in ensuring that sessions and learning opportunities at the conference are accessible, inclusive and engaging.