AIEA 2017 Annual Conference Call for Proposals 

The Call for Proposals is now closed. Thank you for your interest. 

AIEA invites the submission of proposals for its 2017 conference at the Washington Marriott Wardman Park in Washington, DC. Pre-conference workshops will be held February 19-20. The conference will begin in the afternoon of February 20 and end in the afternoon of February 22.

Please note that session presenters are required to register for the conference. We recommend taking advantage of early registration for discounted rates.

Looking for co-presenters? Use this Google Drive Excel Sheet to find others interested in collaboration! 
AIEA Conference Theme and Subthemes: AIEA 2017 Conference 

This Call for Session Proposals contains the following information:

AIEA Conference Theme and Subthemes: AIEA 2017 Conference 

SESSION FORMAT

There are two types of sessions for which proposals may be submitted:

1) Panel Discussions:
Panels are 60 minutes long and may include a maximum of 3 presenters INCLUDING the chair. A minimum of 30 minutes of interactive dialogue with session attendees is required. Feedback from previous AIEA conference attendees has shown that the most successful sessions are those that exhibit the spirit of genuine and collegial discussion and exchange of ideas.

2) Facilitated Roundtables:
Roundtables are 60 minutes long, focused on specific topics, and presented/organized by a maximum of 2 facilitators INCLUDING the chair. The idea of the roundtables is to delve into the deeper issues of particular topics and focus on developing solutions, approaches, strategies, or innovative thinking. They demand interaction from all participants. Facilitators briefly introduce the topic and provide background information (note that this should not be a presentation and should not involve a slideshow), then pose questions to facilitate the discussion. The outcome of each roundtable session is a collegial discussion and an exchange of ideas providing a range of perspectives and take-aways for participants. Facilitators are requested to submit the discussion outcomes in writing to AIEA for posting on the conference website within two weeks of the conference.

GUIDELINES FOR SUBMITTING A PROPOSAL

  • Indicate the type of session format for which you are submitting a proposal: 
    1. a panel discussion or 2. a facilitated roundtable discussion.
  • Panel Session Proposals must demonstrate that at least 30 minutes are incorporated for discussion and interaction. Panels should not be “talking heads” but rather allow sufficient time for adequate discussion and exchange between all in attendance.
  • Panel Sessions should focus on lessons learned, challenges and issues encountered, and how those were addressed. Sessions should not be a “show and tell” of a university or a program. Presenters are requested to keep details or case studies from specific universities or programs to a minimum; these can illustrate points but should NOT be the focus of sessions.
  • Facilitated Roundtable Discussions should pose a series of discussion questions and should NOT include any formal presentations or a slideshow.
  • Target audience is specifically university leaders and sessions should focus at the strategic leadership level.
  • We will give preference to sessions that include multiple institutions and diverse perspectives. Student perspectives are most welcome. Session proposals should include at least one Senior International Officer.
  • Regional diversity, including perspectives from institutions and presenters located outside of the United States, will be favored.
  • The purpose of the conference is to help leaders at higher education institutions (and in the world of international education at large) carry out their responsibilities and develop new ideas for internationalization. Sponsorship opportunities exist for those with services, programs or products available on the market to assist in this effort, but these services and products are not acceptable topics for sessions. We will NOT accept proposals that promote a product, program, university, or service.
  • Sessions that focus on one institution and sessions that are not targeted towards a senior international officer audience will not be accepted

REQUIRED INFORMATION FOR THE PROPOSAL

A. Identification and biography

  • Session Title, Abstract and Full Description (see note below) **
  • Name, Contact Details, and Biography of Chairperson
  • Names, Contact Details, and Biographies of all proposed speakers (see note below) **
  • Conference subtheme category
  • Session Learning outcomes and “take-aways”
  • Audio-visual needs
  • URL where handouts will be posted (all chairs are responsible for posting session handouts to their own website; AIEA will publicize the website URL)

B. Full Session Description
(Detailed description of your proposed session – maximum 500 words)

Include a content outline describing the major theme(s), challenges, lessons learned, successes and failures, application possibilities for other institutions, etc. that will be addressed in this session. In addition, please include the goals of the session, take-aways for leaders, and the methodologies to be used in the session. Remember to include a minimum of 30 minutes for discussion in the panel discussion format session. If there is more than one presenter, explain what each presenter will discuss. Please be as complete as possible and remember that the content needs to have wide applicability, comparative perspectives and an analysis of "lessons learned" useful to higher education leaders.

Facilitated Roundtable sessions must describe the topic in detail, the questions posed to participants, and desired outcomes. It should be clear from the description that there is no formal presentation or slideshow planned. For the Facilitated Roundtable sessions, explain what each presenter will discuss, how the discussion will be moderated, expected outcomes and how outcomes will be collected and distributed. You are also asked to state learning objectives for the session in 50 words or less.

C. Additional Comments
The session chair will serve as the key contact on the session and is responsible for communicating all session information and details with presenters.

** IMPORTANT INFORMATION FOR SESSION PROPOSERS**

  • Please pay very careful attention to the exact format, language and word limitation required: no more than 75 words for the abstract and for the bios.
  • Biographies may include presenters’ positions and major work accomplishments relevant to the presenter’s session topic. They must be formatted based on the sample biographies provided.
  • The biography should be written in the third person, and consist of full sentences. Important: Please observe the sample bio format provided.
  • Proposals must be complete at time of submission – it is not sufficient to note “information to be added later.” Incomplete proposals will not be considered in the review process.
  • Proposals submitted without an abstract, full description, or complete and correctly formatted bio information on all presenters listed will not be considered.
  • Presenters may not present in any more than 3 sessions.
  • The Conference Committee reserves the right to recommend a different session format, combine sessions, and schedule sessions. Scheduled session times may not be changed.
  • Proposals must be targeted to university leadership.

HOW TO SUBMIT AN ELECTRONIC PROPOSAL

Be sure to save a copy of the proposal, as well as your Reference number, before submitting it to AIEA! Once you have successfully completed your submission, you will receive a confirmation email. If you do not receive a confirmation email, please use the Support link located near the upper right of the site—this email system will be the primary mode of contact with session chairs through the conference.

After you finish reading the Form Overview thoroughly, click on the “Create New” button at the bottom of this page to get started submitting your proposal online. Be sure to have all information ready to enter, including an abstract (75 words), a session outline and description (500 words), chair and presenter bios (75 words) and contact information, and other information.

At the bottom of each page, click “Next” to continue to the next section and click “Save” to save any information entered throughout the form. If you click “Save” and there is incomplete information, you will receive an error message at the top of the form indicating which sections are missing or are not meeting the criteria set within that field. The best practice is to click “Save” on every page so you can see the errors on that specific page. If you wait until the end to click “Save,” you will still receive the error message, but you will need to navigate back to the page the error is on.

At the end of the form, you will click “Edit and Review” for one more review of the information you entered. You can either “Edit” your information and return to the form to update, or you can click “Finalize” to officially submit your proposal. You will know your submission was successful when you receive an electronic acknowledgement. If this acknowledgement is not received, please return to www.aiea-cfp.com and review your incomplete submission(s) within your profile.

If you are entering more than one proposal, you will need to return to www.aiea-cfp.com to submit another proposal.

If you encounter technical difficulties, please use the Support link at the upper right of the Call for Proposals site.

SELECTION CRITERIA

Proposals will be reviewed by the Conference Advisory Committee and evaluated with the following criteria foremost:

  • Relevance to senior leaders in international higher education
  • Connection/Applicability to the Conference themes
  • Originality and quality of the proposed session
  • Relevance to both U.S. and international audiences
  • Presence of Multiple Perspectives
  • Diversity of Presenters (i.e., regional, institutional)
  • Realistic allocation of time, including substantive time for discussion among session participants
  • Substantive issues discussed during the session with time set aside for discussion
  • Background and Experience of Presenters

Note again that sessions should not promote marketed products, programs, universities or services in any way.

Session proposals should NOT be a “show and tell” but rather a focus on challenges, trends, and lessons learned, with ample time for discussion.

We will NOT accept proposals that promote a product, program, university, or service. Sponsorship opportunities exist for those with services, programs or products available on the market to assist in this effort, but these services, programs, and products are not acceptable topics for sessions.

The Conference Planning Committee will have to choose among many proposals, some of which may be similar, and will seek balance among topics and areas of importance to the membership. Proposals of equal merit cannot in all instances be selected when the result would be an imbalance in the conference’s overall coverage of topics, audiences, and regions.

Please also note that proposers may be asked to collaborate with others who have proposed a similar session on a combined session.

FREQUENTLY ASKED QUESTIONS

When will I hear about whether my proposal is accepted or not?
You will hear by early November, if not sooner, regarding the status of your proposal.

How are the proposals reviewed?
Members of the conference committee will review proposals. There are at least 3 readers on each proposal.

Can I present my academic paper at the AIEA Annual Conference? 
AIEA Conference session formats are not intended for presentations of academic papers in a traditional sense. AIEA does  encourage sessions that build from academic papers and focus on discussion around implications for senior leaders that advance internationalization. 

I know that there is a statement about only 3 presenters but we really need to have a 4th presenter; is that possible?
AIEA sessions can only accommodate a maximum of 3 presenters (including the chair, if presenting) in one session so it will unfortunately not be possible to add a 4th presenter. AIEA has found that it is important to limit the number of presentations per session in order to facilitate maximum discussion time of at least 30 minutes, which is a hallmark of AIEA conferences.

Can I request a specific date or time for my session?
No, due to the complexities in conference scheduling, AIEA is unfortunately unable to accommodate specific requests for session scheduling. Sessions will be scheduled between noon on Monday, February 20 and noon on Wednesday, February 22. Please make sure you and your presenters are available during this time frame. If selected, session chairs will be notified of the session date and time in December.

Do presenters receive a discount in conference registration fees?
No, there is no discount in conference registration fees for presenters. We recommend that presenters register early to take advantage of early-bird discounts. Details are available at www.aieaworld.org.

If I am using PowerPoint, am I required to bring my own computer?
Yes, you will need to provide your own laptop, and Mac users should bring appropriate adapter cables.

If I have handouts, am I required to bring copies to the conference?
Yes, you should bring at least 50 copies of your handouts to the conference. Handouts are strongly recommended. We will also make copies of handouts and presentations available on the AIEA website and mobile app if submitted to aiea@duke.edu.

QUESTIONS AND CONTACT INFORMATION

For questions regarding:

  • Conference theme and subthemes
  • Session format
  • Guidelines for submitting a proposal
  • Required information on the proposal
  • How to submit an electronic proposal
  • Selection criteria

Please contact: AIEA Secretariat: aiea@duke.edu — Telephone: (+1) 919-668-1928 

For Technical Support

Please utilize the Support link at the top right side of the page. A tech advisor will contact you within 24 hours, during normal business hours, 8 AM to 5 PM Central Time, Monday through Friday, excluding US holidays. Questions sent after 5 PM Friday will be answered on the following Monday.

We highly encourage this method of communication as we can tract which site you are submitting on and what environment you are working in (Windows, Apple, etc.) and also what browser you are utilizing (Chrome, Firefox, etc.). This will speed up any technical diagnostics we need to run before solving the issues.

KEY DATES

August 15, 2016 – deadline for submitting proposals
December 15, 2016 – deadline for early conference registration 
January 19, 2017 – deadline for regular conference registration