The Program Committee is co-chaired by two persons with
equal authority and responsibility. The symposia for each National
Meeting are coordinated by the co-chair designated as the Meeting Program
Chair. Suggestions for new symposia can be sent to either of the
co-chairs, and if the proper supporting information is provided (see
below) will be considered at the next program committee meeting.
Symposia Descriptions, Programs, Materials, and Finances
Presentation of a symposium at an ACS National Meeting sponsored
by the Polymer Chemistry Division (POLY) requires:
Submission of symposium proposal form to Program
Committee. If the proposed topic seems appropriate, the second key step
is the identification of an organizer. Once an organizer has been
identified, then the Program Chairs will identify the proper venue for the
proposed symposium and assign it a tentative number of half-day sessions.
Once the symposium has been approved by the program committee, the
organizer can begin to invite speakers. Organizers are encouraged to
include one or more introductory or tutorial lectures at the beginning of
the symposium or at the beginning of subtopical half-day sessions.
Publicity is vital, as it will enhance attendance at both
the symposium and the meeting. The Program Chairs will have the symposium
posted at the ACS and POLY web sites and in the C&EN and POLY Newsletter
listings of future programs. The organizer should send a 0.25-page
advertisement to the Business Office Manager for publication in the POLY
Newsletter, and may distribute additional publicity.
Submission of a preliminary program (number of sessions
and names of all speakers) to the Meeting Program Chair. The due date for the preliminary program will depend on deadlines for entering it into ACS
Online Abstract System (OASys) . The preliminary program must contain:
The exact title of the symposium. You may also
wish to indicate specific subtitles for each session.
The exact number of half-day sessions, each of which is 3-4 hours in length. Note that
it is preferable to have fewer sessions of higher quality papers than to expand the
program to fill the allocated time. The number of half-day sessions should be discussed with the Program Co-Chairs periodically from the time the symposium is first approved up to submission of the preliminary program.
A realistic estimate of attendance at each session.
The distribution of half-day sessions must abide by the Even-Programming rules of the ACS.
Submission of a final program and abstracts on OASys to
the Meeting Program Chair three to four months preceding the National
Meeting at which the symposium is to take place. The final programs from
each symposium organizer are assembled into the final block program for
each ACS National Meeting by the Meeting Program Chair . The final
assignments of dates for the half-day sessions will be made by the Meeting
Program Chair. The time allocated to each speaker must be in the range of
20-30 minutes unless there are extraordinary and compelling circumstances.
Normally invited speakers are given 30 minutes and others 20 minutes.
Exact dates for these submissions will be supplied
by the Meeting Program Chair to symposia chairs. See section III, below,
for more details about the final program.
The symposium organizers are responsible for notifying speakers how to
submit abstracts and Polymer Preprints at the ACS web
site.
Required for submission to National Meetings All contributed oral and poster
presentations at American Chemical Society national meetings in the Division
of Polymer Chemistry (POLY) require submission of an ACS abstract and a
Polymer Preprint to the ACS web site OASys at http://oasys.acs.org Instructions for preparing a preprint are at the Polymer Preprints web site,
http://uweb.txstate.edu/science/polymerpreprints/instructions.htm. The title of the paper and the
authors names on the ACS abstract and on the Polymer Preprint must be
identical. ABSTRACTS SUBMITTED ON PAPER WILL BE REJECTED.
Submit both the abstract and the Polymer Preprint via the ACS OASys (Online
Abstract System) to either a topical symposium or to General Papers. The
symposium topics and organizers are listed in the Call for Papers section of
Chemical & Engineering News published the first week of January and the
first week of July each year and are published at the POLY and ACS web
sites. Questions about General Papers submission should
be directed to D. Garcia, Arkema Inc., 900 First Avenue, King of Prussia, PA 19406, 610-878-6731,
e-mail: dana.garcia@arkemagroup.com
POLY would like to financially support technical symposia as much as possible. However, funds for this purpose are limited and are meant to be seed money to help you solicit further support from other sources, including:
ACS grants-PRF, Corporation Associates, and Committee on Science
Government Agencies - NSF, AFOSR, ONR, ARO, DOE, NIST
Industrial corporations with related interests.
The following guidelines should be used in planning to finance your symposium.
POLY will allot $500.00 per oral session (up to a maximum of 4 half-day sessions ($2,000)) to support symposium activities and invited speakers or members of other professions, who would not normally join the American Chemical Society. You must request this support from the POLY treasurer. This support only applies to POLY sponsored symposia. An additional $500 per symposia is available for symposia with at least one full tutorial session.
All grant applications should be sent to the appropriate funding agency with one copy going to the Treasurer for review and signature (well before the deadline). Applications for grant support must be countersigned by POLY. It is the responsibility of the organizer to ensure that the appropriate number of copies is sent to the funding agency. The Treasurer will not make copies of the grant proposals. The funds must be awarded to the Polymer Chemistry Division and the checks should be sent to the Division Treasurer (see organization chart for addresses.)
ACS Grants
PRF grants are now available for a maximum of $3,600 for international speakers.
Proposals are reviewed for consideration during the regular February, May, and October ACS PRF Advisory Board meetings. The ACS PRF office should receive applications at least one month ahead of the advisory board meeting date before the symposium for which support is requested. For example, the May PRF Advisory Board meeting in any year is the last at which requests for support of symposia at the Fall ACS National Meeting in the same year can be considered
For information and application materials for ACS PRF grants, contact the Petroleum Research Fund, American Chemical Society, 1155--16th St., N.W., Washington, DC 20036; phone (202) 872-4481; e-mail: prfinfo@acs.org
Preferably, symposia should last at least one full day.
Fifty percent or more of the speakers should be industrial chemists.
One of the symposium organizers should be from industry.
CA funds should be used to enhance the programming of the symposium, to train or develop skills, or to defray speakers' travel expenses only
Symposia should include papers relating to technology; ideally, they should address topics such as problem resolution, scale-up manufacturing, or technical marketing of products.
Corporation Associates Funding Process:
Symposium chairs will submit a completed application form and a detailed outline that provides the symposium title and explains how the guidelines will be met and how CA funds will be used. This application and outline must be sent to the ACS Headquarters, Office of Corporation Associates, 1155th St., N.W., Washington, DC 20036; by the deadlines provided online.
To qualify for consideration for a grant, a symposium must be one of the following types of symposia -- Pedagogical Symposium, Interactive Tutorial Symposium, or Chemistry and the National Agenda Symposium. Details on the application process are summarized below and can be found at the following link: http://www.chemistry.org/...\comsci\scifunding.html
Application - The application may be downloaded as a Microsoft Word document, link is given below. This form must be completed concisely using no more than three pages, exclusive of the two required appendices.
Microsoft Word form Microsoft Word for Windows
Due dates - Requests must be submitted as early as possible, but at least one month prior to the starting date of the National Meeting preceding that for the anticipated event (or at least six months in advance of the starting date of a Regional Meeting.
Send completed forms to: John C. Katz, Staff Liaison, Committee on Science, American Chemical Society, 1155
Letters requesting support from private donors can be sent by the symposium chair(s) without review of the treasurer. Support from private industry should be directed to the POLY treasurer with instructions that indicate the specific symposium the funds are intended to support.
Upon receipt of symposium support funds, an Excel file for your symposium will be created to include budget information and the symposium chair's instructions for the dispersal of funds. There are no restrictions on dispersal of industrial funds provided that they are used to support your symposium. All requests for checks (for speaker support, symposium activities, etc.) should be addressed to the POLY Treasurer.
With treasurerÕs approval, the POLY business office can submit registration fee waiver requests to the National Office if such requests are provided prior to the ACS deadlines. The badges for speakers registered in advance will be available at the ACS Hospitality Center. Note that the cost for these ÒwaivedÓ registrations will be subtracted from the respective support budgets of the symposia.
Upon request from the symposia chairs, the POLY treasurer will prepare travel reimbursement checks from available funds (i.e., from the specific symposia budgets) for speaker support/travel expenses, etc. With prior notice from the symposia chairs (at least 1 week before the meeting), the POLY treasurer will prepare checks to be available for distribution at the POLY desk (near the POLY Symposia meeting rooms). Identification and completion of an IRS Form W-9 from each recipient is needed to pickup these checks.
The W-9 form can be downloaded from here or the IRS web site.
For tax documentation purposes, the POLY division requires the collection of travel receipts from U.S. and international participants (photocopies are acceptable). Note that undocumented support funds (i.e., $ not accounted for by receipts) are subject to Federal and State income taxes from the recipients. The POLY treasurer will file an IRS Form 1099-Misc. for all U.S. recipients that have received an accumulated annual amount of $600 or more of undocumented funds.
Do's and Don'ts
Do seek outside support for your symposium. POLY funds are not adequate to support more than 1 speaker/session
Do be very explicit on the extent of support you intend to provide for each speaker. Be conservative, if you do manage to raise more funds, no one will object if their stipend is increased
Do not offer to pay all expenses for a speaker
Do not hesitate to ask for funds to pay for mailing costs or secretarial services. Remember that these costs will also come from the initial funds allocated or from the outside funds raised.
Do plan receptions well in advance so that the POLY Secretary can make the appropriate arrangements with the hotel. It is particularly advantageous to coordinate receptions from a number of symposia and pool funds
Do not hesitate to ask questions of the program chairs or the treasurer.
If you know of non-ACS groups who may be
interested in the subject of your symposium, advise them that the full
texts of the papers presented are available in Polymer Preprints. You may
have the Divisional Business Office send this information by supplying
names of publications and addresses of potentially interested parties.
Polymer Preprints and can be purchased from the circulation office at a
low price often long before the work is published elsewhere. Circulation
Manager, Frederick Dammont, Division of Polymer Chemistry, Inc., P.O. Box
20453, Newark, NJ 07101; phone (973)482-5744 .
Symposium organizers should remind speakers well in
advance of the deadline for submission of abstracts and papers for Polymer
Preprints and that instructions for preparing Polymer Preprints must be
followed rigorously. Note that the paper for inclusion in Polymer
Preprints is NOT optional. There are no exceptions to the deadlines for
submission of either abstracts or Polymer Preprints, for OASys closes to
authors. The symposium organizer must confirm that there is a Polymer
Preprint for every abstract.
Final Program
After all of the abstracts and Polymer Preprints have been
submitted, the symposium organizer uses OASys to assign papers to sessions
and to schulede the time and length of each paper. The final program for
each session must include the session title and the name of the session
chair. Symposium organizers may be acknowledged only in the first session
of the symposium. The symposium organizers assignments are not final.
The Program chair will check all of the final program on OASys and discuss
any problems with the symposium organizer. Only the Program Chair can
submit the Final Program to ACS.
