Author Kit Frequently Asked Questions
Q. What information are you looking for in an abstract?
An abstract should demonstrate that your paper will:
- Contribute technically sound knowledge in a particular area of petroleum technology.
- Present new/novel knowledge or experience that has not been published previously.
- Not be commercial in nature and will not promote specific companies, products, or services.
The abstract should include the following factual highlights:
- Methods, Procedures, Process
- Results, Observations, Conclusions
- Novel/Additive Information
Q. Did you receive my abstract submission? Where is my confirmation of abstract submission?
Q. Can I change my abstract? Can I change/add/remove author name(s)?
Once you have finalized and submitted your abstract, the committee has immediate access to begin the review process. For this reason, an abstract cannot be changed after submission. If you need to make a change to the author list or a slight change to the title, you can do so during the manuscript submission stage. If you need to change the presenting author, you will need to email the Conference Program Lead for that conference.
Q. Can I withdraw my abstract after I have submitted it?
Yes, please email the Conference Program Lead for the conference to ask that your abstract be removed from consideration.
Q. Can I submit my abstract to multiple conferences at the same time?
No, per the OTC Conference Dual Submission Policy, authors are allowed to submit the same abstract to only one conference at a time.
Q. What is the difference between control number and manuscript number? Which do I use on the manuscript?
The control number is the unique identifier initially assigned to the submitted abstract. If accepted, the abstract is assigned an official manuscript number for publication; that number should be used in all communications regarding the manuscript and on the manuscript itself.
Q. What is the No Paper, No Podium Policy?
OTC meetings have a No Paper, No Podium policy. If an abstract is accepted to a conference, the author is required to submit a manuscript by the deadline date. If a manuscript is not submitted, the manuscript will be withdrawn from the program, and the author will not be allowed to present at the conference.
Q. Can I change the version of the abstract in the manuscript?
Yes; the revision must summarize the manuscript, stating significant new information and conclusions. However, if the abstract and/or the content of the manuscript differ significantly from the original abstract submission (which was reviewed and accepted by the program committee), the committee has the right to withdraw your manuscript from the program.
Q. Can I list two companies/organizations in the author block? My company has changed; which company should I list on the manuscript?
Only one company should be listed in the author block. If you have changed companies during the course of writing the manuscript, you should list the company in which the scope of the work was done. If you need to list a second/new company for legal reasons, place an asterisk by the company name in the author block, then place a footnote at the bottom of the front page listing the other company (example: *formerly with John Doe Consulting).
Q. How/where should I place my figures and tables?
You can place your figures, tables, and photos within the document (next to the citation within the text). For more details, reference the Preparing Your Technical Paper instructions.
Q. How and where do I list my references?
Q. Where can I find the Transfer of Copyright (TOC) form or Paper Information Form (PIF)?
All required forms can be found in the Author Kit.
Q. How/where do I upload my manuscript and/or forms?
Manuscripts and forms should be uploaded into the online system using the link provided to the presenting (corresponding) author, sent via email by the Conference Program Lead. Each manuscript has a unique upload link, so always look for the most recent communication from the Conference Program Lead for the most up-to-date links and information.
Q. Can I revise my manuscript after I have uploaded it to the system? Can I upload a draft of my manuscript now and revise it later?
When you upload your manuscript (and forms), it should be the FINAL version, as there will not be an opportunity to revise any documents after you have completed the upload process. For more details, please reference the Conference Paper Policies.
Q. The system will not allow me to upload all my forms – how do I proceed?
The online manuscript system is configured to allow for one Manuscript file, one Paper Information Form file, and up to five Transfer of Copyright Form files. If you have more than five copyright forms, you will need to email the additional forms to the Conference Program Lead by the stated deadline date.
Q. Why do I have to sign a transfer of copyright?
OTC requires transfer of copyright for all our publications, including conference proceedings. This allows us to distribute publications throughout the world by print and electronic means, to create translations, and to reuse them in reprint collections. For more details on copyright and author/company rights, refer to the Copyright Requirements.
Q. Can my coauthor upload the manuscript? How?
Only the presenting (corresponding) author can upload the manuscript, as each manuscript has a unique link associated to the presenting (corresponding) author for uploading purposes. If a coauthor wishes to upload the manuscript, then the authors need to contact the Conference Program Lead to change the coauthor to presenting author, and a new upload link will be sent.
Q. Can I withdraw my manuscript after I have submitted it? How do I do so?
Yes; the author must email the Conference Program Lead with their OTC manuscript number and the reason for withdrawal.
Q. I am waiting on company/coauthor approvals. Can I get an extension on my manuscript?
Extensions to the manuscript submission date are rarely granted and are handled on a case-by-case basis. If an extension is granted, it is usually given only for extenuating circumstances (such as legal reasons or erroneous data) and only for a few days. Authors are advised to begin obtaining the necessary company/partner approvals as soon as notice of acceptance is received.
Q. Why is my manuscript due to OTC so early?
While OTC does their best to set the submission deadline as far out as possible, there are hard deadlines we have to adhere to in order to process the papers into the final PDFs for mastering of the conference proceedings. In order have the conference proceedings available onsite and the papers available on OnePetro on the first day of the conference, tight deadlines are required.
Q. Can I publish/present my manuscript again?
Per the OTC Conference Dual Submission policy, a manuscript previously presented at a conference and published in OnePetro may not be resubmitted for publication at another SPE conference. The author may present the subject matter at subsequent conferences at the invitation of the program committee, but the manuscript will not be included in the conference proceedings.
Q. I’ve submitted my manuscript and made changes to my title/author block, but the website does not match what I submitted. When will it be updated?
Title and author changes made in the system are not automatically displayed on the website. Updates will be made when the content is published to the website.
Q. Does OTC check conference papers for plagiarism?
Yes. In an effort to further improve OTC’s technical quality standards, we will be implementing a plagiarism check on all conference papers. The new procedure includes a two-fold plagiarism check during the submission process. The first step provides the author with a one-time, complimentary check prior to submission. A link to a plagiarism report will be provided, allowing any flagged issues to be rectified prior the final submission.
Upon final submission, all papers will automatically be run through a plagiarism check. Any paper flagged for plagiarism will be evaluated by OTC’s Technical Quality Manager. If there is a finding of overt plagiarism, the paper will be pulled from the program and reviewed by the Code of Conduct Review committee. Plagiarism offenses may result in suspension or loss of membership to OTC. We are dedicated to the continual improvement of OTC’s technical quality and ask for your support with this process.
Q. How much time do I have to present?
Presentation times vary from conference to conference. This information is provided to you in the notification sent via email form the Conference Programs Lead.
Q. In which languages can I submit and/or make my presentation?
English is the official language for OTC conferences and publications. However, some conferences offer the option of presenting in another language, and translators are provided. In these cases, this option is stated in the author instructions and materials.
Q. What is an ePoster presentation? How is it different from a regular poster board?
An ePoster presentation is a PowerPoint presentation of your technical paper and must follow the same guidelines and requirements as a technical session presentation. Authors can download the required template in the Author Kit. ePoster presenters at OTC Houston are given 22 minutes to present. You should allow for 15-17 minutes for presentation and 5-7 minutes for audience Q&A.
The OTC ePoster Lounge is located in the concourse of NRG Center on Level 2. The OTC ePoster Lounge is part of the overall technical program and allows for additional authors to present at the conference.