AEFP 45th Annual Conference

Toward a Meaningful Impact through Research, Policy & Practice

March 19-21, 2020

Conference Frequently Asked Questions

Virtual Conference Details

Thank you for the outpouring of support and positivity in regards to the conversion to a virtual conference! Many of you commented that AEFP is a home and family, and we are so glad you are all a part of it.

We are looking forward to #AEFP2020 next week! Here's (almost) everything you need to know for the conference.

How to access sessions?

All sessions will be accessible via Zoom. You can find the links for each session in two places: through the AEFP website and through the AEFP app. Download the app on Google Play or the Apple Store today! When you download the app, you will be prompted to create an account. When creating your profile, you are not required to upload a photo (but free to do so if you would like!). You will only need to login one time.

Sessions will be accessed via Zoom, which you can use via computer, phone, or tablet. We recommend downloading the app and setting up an account (it's free) before the first session.

You can download it here: https://zoom.us/download. Need to call in? Access guides/instructions and call-in details here: https://aefpweb.org/conferences/zoom. We encourage you to bookmark/download these guides for easy access during the conference.

How to prepare for virtual sessions?

Find some helpful tips about presenting in a virtual format online through:

Zoom: https://blog.zoom.us/wordpress/2017/01/31/webinar-recording-improve-your...

Forbes: https://www.forbes.com/sites/quora/2018/08/13/how-to-give-the-best-virtu...

Stanford University: https://www.gsb.stanford.edu/insights/10-tips-giving-effective-virtual-p...

What time are sessions?

We will be following the same program as originally planned. All session times listed on the program are in CENTRAL TIME.

Will the sessions be public?

Many of you have asked if the sessions will be public or not. We set up the virtual conference so that it will mirror the physical conference. Sessions will only be available to those who have registered for the conference. A password will be mailed out the day before the conference so people can login to the sessions. As with previous conferences, please indicate whether any of your session can be shared publicly.

AEFP's media policy: In all sessions, each presenter is responsible for indicating whether or not the work may be cited, tweeted, photographed, recorded, or otherwise disseminated. Audience members are expected to respect each author's policy and act accordingly, as work may be embargoed. Similarly, questions from the floor or other session dialog may not be disseminated without explicit permission. All presentations are assumed to be off the record unless the presenter otherwise specifies.

What about poster sessions?

Following the rest of the conference, we will also be switching the posters to a virtual format. Poster presenters will upload their poster to our website, which you can then view. We encourage you to comment on other posters to give them feedback too! Do this for poster session I and poster session II by clicking on papers you are interested in and sharing your feedback. If you do post a comment, please leave your email to respond to questions, or ask your own questions. Please note: you will only be able to access posters and comments by being logged in to your account on the website. Although in a different format, we thank Florida State University for your generous sponsorship of the poster sessions!

Interested in networking?

We know that a valuable part of the AEFP conference is the networking. Following the formal programming of the general session, we will be hosting an informal networking session here: . Join the session at approximately 5 pm CST for a networking session. We will be placing attendees into groups for 15 minute networking sessions, after which the groups will change. We hope to see you there! Look for more details through the app and on the website.

Many of you have generously offered time to meet with individuals through your own Zoom (or other accounts) - this is part of what makes AEFP so great! We would encourage anyone interested in meeting with other people to share the time you are available. We suggest 1 - 1:45 pm CST on Thursday, March 19 or 12:15 - 1 pm CST on Friday, March 20. Share networking opportunities with #NetworkAEFP.

How to participate in sessions as an attendee? We will use a chat feature through Zoom to manage questions. As presentations are going, you can chat in your questions. Following the same format from past years, chairs will facilitate the discussion after by directing questions.

What about elections? Elections will still kick off during the conference via an electronic vote. A separate email will go out to each member with a unique voting link. Look for that email Thursday morning. Elections will stay open from March 19 through March 29 (they will close at 3:00 pm CST). Learn more about the board of directors candidates here.

One final note.

We understand that some presenters will be juggling child care and presentation. It's o.k. if your presentation is interrupted by future AEFPers. We ask chairs to be accommodating when imposing time constraints on presentations.

Along the same lines, feel free to ask your chair for accommodations on presentation order if that will make participation easier.

Join in on Twitter with #AEFP2020!


Do I need to be a member to present? When do I need to register for the conference?

Yes, only current AEFP members registered for the conference may present. Please register by February 21, 2020 for the conference—including a current membership. Please visit aefpweb.org for more information regarding membership and conference registration.

Policy Talk

A policy talk is a panel discussion aimed at elevating researcher and practitioner voices in discussing issues relevant to education policy and practice. Most will focus on particular issues of policy interest; for example, the 2020 conference featured sessions focus on use of qualitative research for practice, addressing the needs of unrepresented students through co-requisite developmental education, building and sustaining research-practice partnerships, and growing, supporting, and retaining teachers of color. Some may focus on building skills, such as communicating with policymakers or using evidence for organizational improvement, or on sharing novel perspectives, such as state views on school accountability systems or how evidence and values interplay in the policy-making process. All policy talks include at least one policymaker/practitioner and one researcher as panelists.

Policy talks should be much more discussion-oriented than a typical paper session, with the chair facilitating an interchange between the panelists rather than a series of sequential presentations. The sessions will usually emphasize descriptive data and high-level findings or themes from research, rather than technical details. Presenters might have a small number of slides to illustrate key points but should not give lengthy formal presentations. Chairs should leave at least 30 of the 90 minutes for audience questions and discussion.

For policy talks focused on specific policy issues, attendees should leave with a sense of:

  • The scope of a problem related to education that is important to policymakers or education stakeholders
  • The state of the research literature about this problem and, if applicable, possible policy solutions
  • Perspectives from both researchers and policymakers/practitioners about the pros and cons of policy options to address the problem
  • The questions that remain unanswered, for both policymakers/practitioners and researchers

Chair

What is my role as chair?
As chair, you are responsible for ‘opening’ the session, introducing presenters and keeping time. You are also responsible for initiating and facilitating the discussion after the presentations are finished – taking two or three minutes to get the discussion going. Please be cognizant to spread the wealth when calling upon audience members for questions, reflecting the diversity of individuals and perspectives in the room.

Sessions are 1 hour and 30 minutes. Sessions include 3 or 4 papers, with each paper presentation at approximately 15 minutes (20 in 3 paper sessions), with time for audience questions (the chair determines the precise time allocations). The audience should get their chance to have their say. Only after audience questions are exhausted should the chair give the presenters a chance to ask questions of one another. You might want to have few points ready to spur discussion among audience members and/or presenters should there be no questions.

For logistics: Typically, presenters will load their presentations on the session room laptop.  Though, chairs may choose to arrange for all presentations on one jump drive to ease transition. Rooms will have laptops and projectors. Use the "Program Contacts" link on the program page for session arrangements. Please note: the online program is always the most recent version, reflecting ongoing changes, withdrawals, etc.

Feedback: We do not require chairs or presenters to provide feedback on the papers in the session.  We do hope that chairs might encourage presenters to provide feedback to one another and encourage early paper submission so that feedback might be given before or shortly after the conference, suggesting the following:

  • Focus on the steps the authors could take to strengthen their analysis or clarify their exposition. What parts of the paper did you find unclear?
  • What steps could the authors take to make any empirical analysis more convincing?

While offering detailed editorial suggestions is not necessary, it is fine to point out spelling errors and the like? If you make reference to papers that are not among the authors\' references, be sure to provide citations.

Are sessions on or off the record?
Please remind all authors/presenters that a statement regarding outreach/dissemination must be at the beginning of each presentation, following AEFP's policy: "In all sessions, each presenter is responsible for indicating whether or not the work may be cited, tweeted, photographed, recorded, or otherwise disseminated. Audience members are expected to respect each author's policy and act accordingly, as work may be embargoed. Similarly, questions from the floor or other session dialog may not be disseminated without explicit permission. All presentations are assumed to be off the record unless the presenter otherwise specifies."

What should I expect from presenters?
Presenters should have papers to chairs by March 1, via either upload to the online site, or directly to the chair if work is embargoed. Presenters should be timely in their communication with the chair and responses to email.

Paper Presentation

How much time will I have for my paper presentation?
Sessions include 3 or 4 papers, with each paper presentation at approximately 15 minutes (20 in 3 paper sessions), with time for audience questions (the chair determines the precise time allocations). The session chair will determine the precise time allocations..

Do I need to provide a copy of my paper?
Yes, you must provide your paper to the chair if you are the paper presenter, and to fellow session presenters for comments. As a commenter yourself, please upload a copy to the website in early March so chairs and audience members have an opportunity for review (papers containing restricted information should be sent directly to chairs rather than uploaded). Papers not provided to chairs by March 15 are at risk of being removed from the program, unless you contact the program chair with a valid reason. Use the "Program Contacts" link on the program page for session arrangements. Please note: the online program is always the most recent version, reflecting ongoing changes, withdrawals, etc.

Timely Responses

It is expected that you will responsive and timely to emails from the session chair.

Reviewing
We encourage session presenters to review each others’ papers and to provide informal feedback to one another.  There may be one or more papers in the session that you would like to provide substantive feedback on and we suggest the following as helpful guidelines:

  • Comments need not be lengthy, but should be useable and could wrap in audience questions and remarks.
  • Provide one to two pages of constructive comments.
  • Focus on the steps the authors could take to strengthen their analysis or clarify their exposition. What parts of the paper did you find unclear? What steps could the authors take to make any empirical analysis more convincing?
  • While offering detailed editorial suggestions is not necessary, it is fine to point out spelling errors and the like.
  • If you make reference to papers that are not among the authors' references, be sure to provide citations.

Is my session on or off the record?
AEFP's policy is as follows: "In all sessions, each presenter is responsible for indicating whether or not the work may be cited, tweeted, photographed, recorded, or otherwise disseminated. Audience members are expected to respect each author's policy and act accordingly, as work may be embargoed. Similarly, questions from the floor or other session dialog may not be disseminated without explicit permission. All presentations are assumed to be off the record unless the presenter otherwise specifies."

What if I have to cancel?

  • We are planning on a terrific conference. Last minute cancellations hurt the other participants in the session.  So, please cancel early if you think you will not be able to make it.
  • E-mail Lydia Ross, Executive Director, at info@aefpweb.org.
  • Please do not be a no-show.  Please contact us in advance if changes are needed.

Additional questions? E-mail Lydia Ross, Executive Director, at info@aefpweb.org.

Poster Presentation

What can I expect from the poster session?
A poster session provides individual feedback, in an informal environment. AEFP’s Board of Directors/nominees and senior scholars are formal poster session discussants. So, you may wish to have a few copies of the full paper available for interested parties, or upload your paper sometime before the conference (optional).

When can I set up?
Upload your poster via the conference program link prior to the conference. 

Additional questions? E-mail Lydia Ross, Executive Director, at info@aefpweb.org.