How to apply for a presentation

Please read the following instructions carefully.

Copyright Policy

As a general rule, the copyright of the work published in the proceedings belongs to Astronomical Society of Japan. You need to get permission from Astronomical Society of Japan in case of a personal presentation or publication.

It also needs to agree to go along with the following procedures when the author shows the copyrighted works (dissertations, figures and etc.) of the proceedings to the public through a personal web page. First, please specify on a personal web page that the work was originally published in the proceedings (clearly state a date of publication and a name of annual meeting) and the copyright subsists in Astronomical Society of Japan.

Please also inform a person in charge of annual meeting of the office of Astronomical Society of Japan in advance, that it will be released on the web, and provide us with the details of the URL.

A link may be placed on the relevant page from the web page of annual meeting of Astronomical Society of Japan and we thank you for your understanding on it beforehand.

Due Date for Application

From Noon on Tue., June 1 to Noon on Tue., June 8, 2021(JST)

How to Submit

Look through An announcement of the 2021 Autumn Annual Meeting.

Please use PASJ Keyword list in filling the "keyword" in the abstract for fields M to X (i.e., except for field Y).
The number of keywords shall be no more than five. (frequently used keywords)
This requirement is new from the 2019 Spring Annual Meeting.

• Download the application template 2021b-en.tex and the class file 2021b.cls
• Edit the template file 2021b-en.tex. And confirm that
  ・no error occurs when compiling it by latex.
  ・the abstract is fitted in ONE page.
  The coded character sets you can use in the draft are US-ASCII and JIS X 0208.
  Do not use any commands to improve the appearance, for example, spacing or breaking, for the data except but the main body.
  Please use platex in case any Japanese characters are included.
• Send it to abs2021b (at-sign) nenkai.asj.or.jp
  as plain text or attached file. Do not send anything but a manuscript file.
  If you apply two or three presentations, submit the applications for them SEPARATELY.
  The first TeX file only will be accepted in case you send more than one files.
• You receive the acknowlegement immediately. Read it carefully.
  Send the revised manuscript again in case your first one is unaccepted.

Notes

• We use pTeX for compiling a Japanese text.
• Only one submission is allowed per presentation. If two or more submissions for the same presentation are submitted without notifying the Annual Meeting Executive Committee, the first submission will be accepted.
• You cannot modify the abstract after it was once accepted.
• The abstract will be published in the web page.

Problem-Solving Related to Manuscript Submission by Email

Potential issues with compiling

Japanese is not displayed when you view something you compiled:

[Description]Requires pLaTeX, a LaTeX compiler that corresponds to Japanese.

[Solution]Use the LaTeX compiler pLaTeX, which corresponds to Japanese. jLaTeX cannot be used.

You cannot finish compiling although the LaTeX grammar is correct:

[Description]Character codes in the original file and the class files do not match or do not work properly if you don't use a character code that can be processed by TeX.

[Solution]Ask your administrator for the character code and then convert to it.

Potential issues with submission

You do not receive a reply to your manuscript submission:

[Description]Case1: You may have sent the application to the Annual Meeting Executive Committee or system administrator, not the address for manuscript submission.
Case2: A reply might be in the spam folder.

[Solution]Case1: Re-send to the correct address if you find that the original address was wrong.
Case2: Search your spam folder.

Grammar is correct and it is confirmed many times, but errors result:

[Description]Most errors occur because the line feed code is set to double when the Society's server receives it. The Windows mailer is programmed to do automatic code conversion of the newline character at the time of transmission, which causes the errors. In Windows, the end of the line is represented by CR + LF. However, only LF is on UNIX. For example, if you simply select to convert the CR to the LF, the end of the line becomes LF + LF.

[Solution]CR + LF should be converted to LF.

The body text gets garbled even though the application is accepted:

[Description]There is a limit 998 characters per line. Into any lines beyond the 998 character a line-feed code will be automatically inserted at the time of transmission. If the new-line code is inserted between 2 bytes codes of a Japanese character, the character will be garbled.

[Solution]Put a proper line break to be within 78 characters (in Japanese) per line as often as possible.

Qualifications for a presentation at the annual ordinary session and how to apply for a presentation in the midst of waiting for an approval of membership application

A presentation at the ordinary session of the annual meeting is now limited to a full and an associate member from 2016 Autumn Annual Meeting.

For non-members of the Society who consider making a presentation at Autumn Annual Meeting, you must apply for a membership of the Society prior to a presentation application. If the application content is incomplete and if it takes time to confirm the nominee, you may not be able to complete the admission procedure within the prescribed period due to a delay of approval process.

In addition, since we are very busy with admission procedures just before the deadline of a presentation application, there is also a possibility that an expected trouble occurs. Therefore, please apply for a membership application with sufficient margin.

Please also note that you can apply for a presentation application even while you are waiting for an approval of a membership application. Those who are in the process of approval of a membership application are required to fill in the "receipt number" issued at the time of admission application instead of filling out the membership number, on the field of a presentation application form. If the admission procedure is not completed within a predetermined period of time, please note that your presentation application may be canceled.

For membership application

Inquiries about a membership application
Public Interest Incorporated Association Astronomical Society of Japan
Address: Zip Code 181-8588 c/o National Astronomical Observatory of Japan, Osawa 2-21-1 Mitaka City, Tokyo
TEL: 0422-31-1359 FAX: 0422-31-5487
E-mail: kaiin (at) asj.or.jp [(at) should be replaced with @]

Inquiries about a presentation application
Annual Meeting Executive Committee
E-mail: nenkai-committee(at)asj.or.jp [(at) should be replaced with @]
Note: The above email address is not for manuscript submission.