Submissions

Submissions Guidelines

These guidelines include the following procedures and policies. The only means of submission is via the SAA Submissions Portal. If you have any questions regarding the submissions process, policies, or forms, please contact the SAA headquarters at +1 (202) 559-7382 or +1 (202) 559-5881, or e-mail meetings@saa.org.

General Information

Deadline

All submissions, both session and individual, must be made via the web by Thursday, September 6, 2018, 3pm Eastern Time. The submissions system will shut down at that time. Staff will be available to assist prior to 3pm. As all submissions will be made via the web, there is no grace period nor are there any late fees. There is no flexibility to the deadline.  

The web allows you to make changes until the submissions deadline. Once the submissions deadline passes, no edits may be made.

Evaluation Process

After the deadline, the Program Committee will begin evaluating each submission for substance of contribution. After reviewing a submission, the Program Committee may recommend changes. Any such recommendations are based on the nature of the material to be presented, including possible ethical issues or sensitivities, and do not reflect a low ranking by the committee. The Program Committee may request that individual papers or an entire session be converted to poster format.

The Program Committee’s decision to accept or decline the submission will be e-mailed to individual contributors and chairs of symposia, forums, and poster sessions by December 3, 2018.

Please note that a submission approved by the Program Committee may be  later modified or cancelled by the Society for any reason upon written notice to the member.

Languages

Submissions (and presentations) may be made in English, Spanish, Portuguese, or French. Abstracts will be published in the language in which they are submitted. For those authors who also wish to publish an English translation of their abstracts, please e-mail the English translation to meetings@saa.org.

Submission Policies

Registration Requirement

All presenters, chairs, moderators, and discussants are required to pay the established registration fee for the Annual Meeting before the submissions deadline. This fee does not include SAA membership dues.

For participants who prefer not to pay using the web-based payment system, there is an option to print a summary form and mail your payment to SAA. Payments must be received and processed before a session or individual paper is eligible to submit for review.

The Society reserves the right to modify or cancel any submission at any time upon written notice to the member.

Membership Requirement

It is a privilege of membership to be a participant in the Annual Meeting of the Society for American Archaeology. Participants in SAA’s 2019 Annual Meeting must hold a 2019 membership in the Society.

Nonmembers:

Nonmembers must join SAA membership between September 15 and no later than November 15. To join, use the same login and password created to access the meeting submission module. Should a submission from a current nonmember be rejected by the Program Committee, that individual can receive a full refund of the membership fee.

Current members:

Current Members must renew by the close of the grace period on January 30, 2019. SAA does not begin accepting payments for the following year until after September 15. If you do not renew your membership by the close of the grace period on January 30, 2019, the Board of Directors will reject the pending submission.

If the Board rejects a submission for noncompliance with the membership requirement, ethics requirement or for any other reason, that action would supersede any action from the Program Committee. Should a submission be rejected by the Board of Directors for noncompliance with the membership requirement by the stated deadlines (November 15, 2018, for nonmembers to join and January 30, 2019, for current members to renew), the registration fee will be refunded minus a $25 processing fee.

An individual who is invited to participate in a session (i.e. presenter, discussant, etc.) at the Annual Meeting in order to present information for the benefit of SAA members and who is neither an archaeologist nor a professional in a field whose members would normally belong to the SAA may have the membership requirement waived for one annual meeting.  Normally, the participants’s registration fee should also be reduced to the member rate in the submissions portal; in rare instances, and only for the most compelling reasons, the registration fee may be waived entirely.

Waiver requests must be submitted by the session chair via the submissions portal. Session chairs must provide the profession of those individuals for whom a membership waiver is being requested. No one trained in archaeology, archaeologists, nor archaeology students are eligible for waivers at any time.

Decisions under this policy will be made by the Executive Director.

 


SAA Principles of Archaeological Ethics

All presenters, chairs, moderators, and discussants are required to read and check the checkbox on the Abstract Submission page, which, among other things, certifies that the proposed submission conforms to the SAA Principles of Archaeological Ethics. All submissions must uphold the SAA Principles of Archaeological Ethics.

Anti-Harassment Policy

The SAA is dedicated to providing a harassment-free meeting experience for everyone. All attendees of SAA-sponsored conferences, meetings, excursions, or workshops including presenters, students, guests, staff, contractors, and exhibitors must abide by the Anti-Harassment Policy.

Withdrawals

Registration fees for withdrawn presentations will be refunded by the SAA office—minus a $25 processing fee—upon receipt of e-mailed or written request (no verbal requests, please) postmarked by December 3, 2018.

IMPORTANT DATES

  • May 01, 2018

    Submission System Opens

  • September 06, 2018

    Submission Deadline

  • November 13, 2018

    Meeting Payment Confirmations Sent

  • November 15, 2018

    Membership Join Deadline for Nonmember Participants

  • December 01, 2018

    Withdrawal Deadline

  • December 04, 2018

    Participation Decision Letters from Program Committee

  • December 15, 2018

    Preliminary Program Posted Online (hardcopy mailed early January 2019)

  • January 30, 2019

    Membership Renewal Deadline for Current Member Participants