• What's New?
• About SAA
• Careers, Opportunities,
  & Jobs in Archaeology
• Education
  • Archaeology for the Public
• Government Affairs
  • Repatriation
• Meetings
• Membership
  • Members' Section
• Publications
  • The SAA Press
• Public Relations
• SAA Marketplace

Online Symposium Submission Instructions

Preamble:

• Before the session's lead organizer begins the submissions process, the following must be on hand:

  • The information required to complete Forms E and F.
  • The role(s) of each participant in the session.
  • The information required to complete the lead organizer's A/B forms.

• The lead organizer must fill out Forms E and F. For A/B forms, s/he then has the option to:

  • fill out Forms A/B for each session participant, or
  • provide session participants with a link to complete their A/B forms.

• For payment (Form C), the organizer can:

  • pay for the group, provided that everyone has fill out their A/B forms and no one pays individually.
  • allow each session participant to pay online using our secure credit card payment system.
  • allow each session participant to mail or fax payment, if s/he prefer not to use our online secure credit card payment system.
• With the new flexible payment options, it must be stressed that the lead organizer is still responsible for assuring the session is filled in and paid for on time. Sessions that remain incomplete past the grace period will be treated as if they were never submitted. There is no way to edit or pay for a submission after the grace period.
• Please do not set bookmarks unless instructed to, otherwise your session information may not be saved. When you reach a point in submissions that can be bookmarked, a link with instructions will be provided for you. If you need assistance call the SAA office at +1 202/789-8200.
• Online submissions will be acknowledged via email if one is provided. While this message will acknowledge receipt of the information you sent electronically, it is NOT confirmation of payment or acceptance of the submission.
• Payment confirmations will be mailed from SAA headquarters on November 1, 2008, and the Program Committee will send notification of acceptance or decline by December 15, 2008.

Online Submission Process:

1. After choosing the 2009 Online Symposium Submission Form, Forms E and F will load on the screen. Enter the information for Forms E and F. The first or lead organizer, the chair, session title, and abstract are required fields on Form E. On Form F, only list the presenters or discussants in the order in which they should appear. A session can have no more than 16 presenters and/or discussants. If a session requires more, please create a second session with the remaining participants. Part I or Part II should be appended to the title of these sessions.

2. To continue the submission process, click the button "Store This Session" at the bottom of the 2009 Symposium Submission Form.

   The 2009 Symposium Submission — Store Session screen appears with a summary screen of Forms E and F.

   If there are mistakes, you can click the "Change" button located at the bottom of the screen. Choosing this button will get you back to the 2009 Symposium Submission Form, where you can make corrections.

   If you are satisfied with the information, click the button "Store Now" located at the bottom of the screen. Choosing this button will save this information in our submissions database. Check this information carefully before clicking the "Store Now" button, because once the information is stored, you must contact SAA for any changes.

3. On the Verification screen, there is a column titled "Individual Registration?" which tracks the A/B form information for each participant. A "Fill Out" button appears if a participant's information has yet to be entered. Otherwise, a "View Entry" button appears. The "View Entry" button simply presents a summary screen of the information stored for this participant.

4. When you click a "Fill Out" button for a participant, after storing the E and F forms, the lead organizer's 2009 Individual Submission screen appears. Enter the information for Forms A/B. At the bottom of the screen, there will be two buttons:

   • "Continue Online" button:

     Click this button if you plan to pay online via credit card using our secure credit card payment system.

   • "Fax/Mail Payment" button:

     Click this button if instead of paying online you plan to print your forms to mail/fax them with payment to SAA.

5. Whichever button you choose, the 2009 Individual Submission screen with the summary information of the participant appears. If there are mistakes, click the "Change Info" button at the bottom of the screen to go back and correct the information. If everything is correct, click the "Verified" button at the bottom of the screen to proceed with the current participant registration.

6. Clicking the "Verified" button will save the information in the submission database.

   • Those who choose to print their submissions will then see a printable summary screen that should be faxed to SAA with credit card information, or mailed to SAA with a check, money order, or credit card information. These payments must arrive at SAA before the September 10, 2008 deadline to be considered on time. After printing, they are presented with the option to return to the 2009 Symposium Submission — Verification screen.
   • Those who choose to pay online are simply returned to the 2009 Symposium Submission — Verification screen.

On the Verification screen, there is a column titled "Paid?" which tracks the payments of each participant. A "Pay" button only appears if a participant has yet to pay.

At the bottom of this screen is a "Pay for Group" button. This button only becomes active if all participants of a session have filled in their registration information and none of them have paid. If even one participant pays individually, then all must pay individually.

7. This page can be bookmarked, and the link next to Note this URL can be shared among all participants of a session, allowing them to complete their own A/B forms.
8. Whether paying for the group or an individual, after you choose the "Pay" button, the total amount you will be charged appears above the blank form for the credit card information. Choose what type of credit card you will use (SAA accepts Visa, MasterCard and American Express only ), and fill out the credit card information. When done, click the "PAY" button at the bottom of the screen.

9. A screen with the title "RECEIPT" appears. The screen will show the date, order number, amount charged, description, and payment type. Print this screen to have it for your records.

   If the credit card payment had any errors, a screen with the title "ERROR" appears. The screen will explain what type of error occurred. Use the button provided to return to the previous page and correct any errors.

   At the bottom of this screen there is a link that returns to the 2009 Symposium Submission — Verification screen.

10. Near the top of the Verification screen is a field that indicates Session Status. The Session Status defaults to INCOMPLETE, and only changes to COMPLETE once all participants have filled out their individual registrations and all payments have been made, including any late fees.

    • It is the lead organizer's responsibility to monitor the Session Status. This organizer will automatically be notified as soon as his session is completed (all forms entered with payment).
    • Should the status remain INCOMPLETE past the submission deadline of September 10, 2008, it will be considered a late submission. A session late fee of will be assigned to the lead organizer.
    • After the grace period of , all INCOMPLETE sessions will be purged from the submission database. Should the status remain INCOMPLETE past the grace period, it will be treated as if it were never submitted. There is no way to edit or pay for a submission after the grace period.

Go to Online Symposium Submission Form

Future Annual Meeting Dates. Save these dates!