Equity In STEM
Community Convening

October 6-8, 2019  |  Westin Cleveland Downtown  |  Cleveland, Ohio

Call for Presentations

Advancing equity in STEM requires an intentional focus on creating authentic, sustainable and inclusive environments while simultaneously cultivating a community that collaborates, shares and implements promising practices and tools shown to effect change.

At the ARC Network’s 2019 Equity in STEM Community Convening, researchers, practitioners, and change agents have an opportunity to new research findings and exchange resources; brainstorm strategies; collaborate in novel ways; and demonstrate effective programs and interventions for greater collective impact.

 

General Guidelines

In lieu of traditional text-based abstracts, only visual abstracts will be accepted. Accessible content encouraged. Participants whose proposals are accepted are required to register for the Equity in STEM Community Convening and attend to present their scheduled presentation.

Timeline

Submissions Close: July 1, 2019, 11:59pm PDT

Acceptance Notifications: July 31, 2019

Presentation Materials Due: September 2, 2019

Visual Abstracts

No need to put together another boring 250- to 500- word abstract: Show us a snippet of what you are planning from the beginning by submitting a visual abstract!

What is a Visual Abstract?

A visual abstract is a visual summary of the information typically found within a traditional abstract. The visual format is effective in displaying ideas and data designed to persuade people to either attend your presentation or learn more about your efforts. Visual abstracts can be completed using any presentation software (PowerPoint, Keynote, Prezi, etc.) but must be submitted in the original presentation file format (e.g., ppt, pptx, key, mp4). To ensure your visual abstract is accessible to a broad audience, slide narrations, with supporting transcripts, are strongly encouraged.

Find key best practices for creating presentations that are accessible to persons with disabilities here.

For Poster Showcase, Lightning Rounds, Experience Reports, Early-Stage Innovation Presentations

Submissions must have a 3-slide maximum with the following elements:

Title Slide: Summarizes key question being asked/ problem being addressed and names of all presenters

Slides 2-3 should include but are not limited to the following:

  • Present a provocative statement or question in a visually compelling manner
  • Define your primary audience
  • A succinct list of clear learning outcomes
  • Program outcomes/data or stage in progress

For those submitting to the Poster Showcase or Lightning Talks, do not submit your final poster/slide deck. Remember, the purpose of the visual abstract is to provide a  visual summary of your presentation. Submissions to Experience Reports and Early-Stage Innovation must also include how the audience will be engaged throughout the presentation.

For Symposia and Pre/Post Conference Workshops

Submissions must have a 5-slide maximum (1 slide per presenter/key topic to be discussed) with the following elements:

Title Slide: Summarizes key question being asked/problem being addressed.

Slides 2-4 should include but are not limited to the following:

  • Defining your primary audience
  • A succinct list of clear learning outcomes
  • Session topics

Symposia submissions must also include the following:

  • How the audience will be engaged throughout the presentation
  • How the proposed panel’s speaker lineup incorporates a diversity of experiences and expertise, including demographic factors, career stages, institutional settings, and more

Pre/Post Conference Workshop submissions must also include the following:

  • How the audience will be engaged throughout the presentation
  • Expertise/background of each presenter and presentation history on topic proposed

Session Types

Poster Showcase

The Poster Showcase allows for informal discussions among attendees about currently-funded and past NSF ADVANCE programs. Poster presenters will summarize their efforts toward equitable faculty environments in STEM while providing an excellent opportunity for attendees to learn about successful initiatives that have been implemented at institutions across the country.

The final poster must be:

  1. Submitted electronically by September 2, 2019. All posters will be included in the online program booklet for the 2019 ARC Network Community Convening.

  2. Must adhere to all size and printing guidelines listed in Appendix I.

This session is only available to participants attending the Equity in STEM Community Convening. To learn more about the submission process for the Poster Showcase, please visit Appendix I.

Lightning Talks

This presentation format challenges scholars to delineate the highlights of their work and explain its importance in a span of 5 minutes. With space for approximately five participants, lightning rounds provide an opportunity for scholars to share and receive feedback on projects at any stage of development, hear about other types of projects and methods, and network with other researchers and practitioners dedicated to advancing equity in STEM.

This session is open to participants attending both the Equity in STEM Community Convening and the I-Corps Inclusion Summit. To learn more about the submission process for the Lightning Talks, please visit Appendix II.

Experience Reports

Attendees want to learn from and adopt emerging practices from those on the front lines of change. Experience Report presentations are for well-developed and/or later-stage programs, initiatives, research and interventions designed to examine and promote equitable work environments from an intersectional perspective. For all Experience Report presentations, audience engagement is strongly encouraged. Possible presentation styles should include but are not limited to the following:

  • Lecture with engagement component
  • Roundtable/Conversation Hour
  • Panel Discussion 

This session is only open to participants attending the Equity in STEM Community Convening. To learn more about the submission process for Experience Report Presentations, please visit Appendix III.

Early-Stage Innovations

Informative presentations from new and early-stage programs, initiatives, research and interventions designed to examine and promote equitable work environments from an intersectional perspective. Less formal in nature, Early-Stage Innovation Presentations are meant to help develop, inform and provide feedback to works-in-progress. For all presentation types, audience engagement is encouraged. Possible styles can include but are not limited to the following:

  • Roundtable/Conversation Hour
  • Panel Discussion
  • Open Fishbowl
  • Open Space

This session is only open to participants attending the Equity in STEM Community Convening. To learn more about the submission process for the Presentations, please visit Appendix III.

Symposia

A Symposium is a multi-presenter session including a well-integrated set of research or practice content and is two hours in length. Participants in a Symposium should include a chairperson and three to five presenters.

Basic criteria include:

  • The topic should be novel, timely and interesting to a broad range of researchers and practitioners in STEM. Proposals that focus on inclusive entrepreneurship and commercialization in academic STEM are strongly encouraged.
  • The proposed list of speakers should represent a good balance between established and new investigators and have an equitable representation regarding gender, under-represented groups and institution type.

Submissions must provide a statement describing how the proposed speaker lineup incorporates a diversity of experiences, including demographic factors, career stages, institutional settings, etc.

For increased audience interaction, the chairperson can facilitate a discussion at the end of the Symposium. Other options for audience interaction are welcome. To learn more about the submission process for the Symposium, please visit Appendix IV.

Pre/Post Conference Workshop

Workshops are structured to facilitate a deeper look into critical topics and challenges in implementing and sustaining social equity efforts in STEM. These 3-hour sessions should be interactive and may include lectures, panels, research findings, promising practices, case studies, real-world issues and valuable expertise by respected leaders in their fields.

The basic criteria for workshops include:

  • A set of learning outcomes
  • Topic should be novel, timely, and interesting to a broad range of researchers and practitioners in STEM.

Attendees should leave with a blueprint for moving forward in addressing the topic of focus in their own organizations.

To learn more about the submission process for Pre/Post Conference Workshops, please visit Appendix V.

Priority Areas

The planning committee selects and includes a diverse set of presentations using priority areas. Those submitting visual abstracts can propose other priority areas when uploading their submission. Examples of priority areas are listed below.

The planning committee selects and includes a diverse set of presentations using priority areas. Those submitting visual abstracts can propose other priority areas when uploading their submission. Examples of priority areas are listed on the right.

Understanding Sustainable Practices: Focus on strategies designed to systemically intervene in, transform and sustain institutional and organizational practices

Equity, Inclusion and Diversity in STEM Workplaces: Programs, initiatives, research, policies and interventions designed to examine and advance the participation of traditionally marginalized people in STEM workplaces

ADVANCE to Market: Research, programs, and practices that focus on academic STEM entrepreneurship and commercialization, including social equity issues and taking your own diversity and inclusion research and resources to market

Intentional and Inclusive Leadership: Focus on learning or developing leadership skills necessary to effectively respond to tactical aspects of diversity, inclusion and equity work

Submission Process

To facilitate a simple submission process, find below the information requested in the system. Information must be submitted at one time, as there is no option to save a draft and return later. Individuals may only submit up to 3 sessions, regardless if they are a primary or secondary presenter. No more than 2 presentations will be accepted; however, Pre/Post Conference Workshops do not count against this limit. Each proposed session must be submitted separately.

Part 1: Demographic Information for each Presenter

  • Name (denote primary contact)
  • Institution/Organization
  • Email Address
  • Social Media Handle (LinkedIn and Twitter)
  • Bio – highlights expertise to lead a session in proposed topic area
  • ORCID Number (optional)

Part 2: Presentation Content

This portion of the submission form is used to provide details that will help the program team create the strongest program possible. Please review the Appendices to ensure you understand session requirements if your proposal is accepted.
 

  • Title
    • Session Type
      • Poster Showcase
      • Lightning Round
      • Experience Reports
      • Early-Stage Innovations
      • Symposia – Please describe how the proposed panel’s speaker lineup incorporates a diversity of experiences, including demographic factors, career stages, institutional settings, and more.
      • Pre/Post Conference Workshops
    • Session Description – To be published online and in print materials, 300-word maximum
      • Keywords/Phrases – Select all that apply
        • Barriers
        • Demographic Patterns
        • Disciplinary Differences & Contexts
        • Measurements, Methodologies, & Metrics for Research & Evaluation
        • Organizational Settings & Contexts
        • Promising Practices
        • Training Environments & Contexts
        • Entrepreneurship and Commercialization
        • Other, please specify
      • Priority Areas
        • Understanding Sustainable Practices
        • Equity, Inclusion and Diversity in STEM
        • ADVANCE to Market
        • Intentional and Inclusive Leadership
        • Other, Please Specify
      • Visual Abstract Upload
        • Certification of Submission
          Changes to Accepted Presentations – If there are substantive changes to the content or presenters of an accepted presentation between the confirmation and the conference, the main presenter will notify conference planners immediately. Continuation of the session is at the discretion of the conference planners.

        Appendix

        Appendix I: Poster Showcase

        Overview

        Thank you for considering participation in the Poster Showcase at the 2019 Equity in STEM Community Convening. The Poster Showcase is intended to highlight the efforts of NSF ADVANCE programs. Meeting participants attend to become familiar with institutions focused on transformational change, best and promising practices, and lessons learned.

        Accepted posters must submit an electronic poster file by September 2, 2019, for inclusion in the online program booklet. Electronic versions of all posters will be uploaded to the ARC Network’s Community Platform and will be included in the online program booklet for the 2019 Equity in STEM Community Convening. Posters must be set-up on Sunday, October 6, from 1:00 pm – 5:30 pm and removed by 3:00 pm on Tuesday, October 8.

        Eligibility and Guidelines

        Once a visual abstract is approved, the presenter will be provided with a Presenter Contract and further details regarding the location to ship materials, as well as setup and breakdown instructions. Poster shipping and production costs are NOT reimbursable by the 2019 Equity in STEM Community Convening or AWIS.

        1. All presenters are required to register for the 2019 Equity in STEM Community Convening. Detailed information, guidelines and recommendations for poster session, as well as day, time and room will be sent to duly registered presenters.
        2. Presenters must be present at their poster during their scheduled time to present their poster and answer questions. Presenters must arrive at their assigned station at least 10 minutes prior to their designated time slot.
        3. Only those attending the Equity in STEM Community Convening are eligible to submit a visual abstract and present during to the Poster Showcase.

        Poster Size

        The poster stands are 8 ft. wide and 4 ft. tall. Two posters must fit within that area; thus, posters should not be greater than 4 ft. wide and 4 ft. tall (48 in. x 48 in.).

        Power supplies (such as electricity) will not be readily available (if at all). If you require power or any other special needs for your poster display, please contact Christin McGrath no later than June 14, 2019, and the request will be reviewed. Questions about poster session and guidelines can be directed to Christin McGrath at mcgrath@awis.org.

        Accessibility

        Please consider the following resources when designing and presenting a poster:

        Appendix II: Lightning Talks

        Overview

        Thank you for considering participation in the Lightning Talks at the 2019 Equity in STEM Community Convening. This presentation format challenges scholars to delineate the highlights of their work and explain its importance in a span of 5 minutes. With space for approximately 5 participants, lightning rounds provide an opportunity for scholars to share and receive feedback on projects at any stage of development, hear about other types of projects and methods, and network with other researchers and practitioners dedicated to advancing equity in STEM.

        Lightning Talk presenters must submit supporting handouts and final presentation decks by September 2, 2019. These materials will be uploaded to the ARC Network Community Platform.

        Eligibility and Guidelines

        • Lightning Talk presenters are required to register for the 2019 Equity in STEM Community Convening. Detailed information, guidelines and recommendations for lightning talks, as well as day, time and room will be sent to duly registered presenters.
        • Those registering for both the 2019 Equity in STEM Community Convening and the 2019 I-Corps Inclusion Summit are eligible to submit a visual abstract for Lightning Talks.

        Recommendations
        Keep it Simple: What is most important for the audience to take away from the session?

        Keep it Succinct: A small number of slides should feature only the most pertinent information on the topic.

        Keep it Straightforward: Presentations should be direct. Content should be summarized and portrayed visually, such as with information detailed in a graph.

        Accessibility

        Please consider the following resources when designing and presenting a presentation and handouts:

        Appendix III: Experience Reports and Early-Stage Innovations

        Overview

        Experience Report presentations are for well-developed and/or later-stage programs, initiatives, research and interventions designed to examine and promote equitable work environments from an intersectional perspective. For Experience Report presentations, audience engagement is strongly encouraged.

        Early-Stage Innovation presentations are for new and early-stage programs, initiatives, research and interventions designed to examine and promote equitable work environments from an intersectional perspective. Less formal in nature, Early-Stage Innovation presentations are meant to help develop, inform and provide feedback to works-in-progress. Audience engagement is encouraged for both Experience Report and Early-Stage Innovation sessions.

        Accepted Experience Reports and Early-Stage Innovation presentations must submit supporting handouts and final presentation decks by September 2, 2019. These materials will be uploaded to the ARC Network Community Platform.

        Eligibility and Guidelines

        1. Accepted presenters are required to register for the 2019 Equity in STEM Community Convening. Detailed information, guidelines and recommendations for Experience Reports and Early-Stage Innovation sessions, as well as day, time and room will be sent to duly registered presenters.
        2. Only those attending the Equity in STEM Community Convening are eligible to submit a visual abstract for the Experience Reports and Early-Stage Innovation sessions.

        Accessibility

        Please consider the following resources when designing and presenting a presentation and handouts:

        Appendix IV: Call for Symposia

        Overview

        A Symposium is a multi-presenter session including a well-integrated set of research or practice content and is two hours in length. Participants in a Symposium should include a chairperson and three to five presenters.

        Basic criteria include:

        • The topic should be novel, timely and interesting to a broad range of researchers and practitioners in STEM. Proposals that focus on inclusive entrepreneurship and commercialization in academic STEM are strongly encouraged.
        • The proposed list of speakers should represent a good balance between established and new investigators and have an equitable representation regarding gender, under-represented groups, and institution type.
        • All Symposia submissions must provide a statement describing how the proposed speaker lineup incorporates a diversity of experiences, including demographic factors, career stages, institutional settings, etc.

        Eligibility and Guidelines

        Symposia presenters must register for the 2019 Equity in STEM Community Convening. Detailed information, guidelines and recommendations as well as day, time and room will be sent to duly registered presenters.
        Only those attending the Equity in STEM Community Convening are eligible to submit a visual abstract for Symposia.

        Accessibility

        Please consider the following resources when designing and presenting a presentation and handouts:

        Appendix V: Pre/Post Conference Workshops

        Overview

        Workshops are structured to facilitate a deeper look into critical topics and challenges in implementing and sustaining social equity efforts in STEM. These 3-hour sessions should be interactive and may include lectures, panels, research findings, promising practices, case studies, real-world issues and valuable expertise by respected leaders in their fields.

        Basic criteria include:

        • The workshop should include a set of learning outcomes
        • Topic should be novel, timely and interesting to a broad range of researchers and practitioners in STEM
        • Attendees should leave with a blueprint for moving forward in addressing the topic of focus in their own organizations

        Accessibility

        Please consider the following resources when designing and presenting a presentation and handouts:

        Questions?

        Get in touch with any convening-related questions or comments.

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        Funded by the National Science Foundation ADVANCE Program, Award HRD-1740860, the ADVANCE Resource and Coordination (ARC) Network seeks to achieve gender equity for faculty in higher education science, technology, engineering, and mathematics (STEM) disciplines. As the STEM equity brain trust, the ARC Network recognizes the achievements made so far while producing new perspectives, methods and interventions with an intersectional, intentional and inclusive lens. The leading advocate for women in STEM the Association for Women in Science (AWIS) serves as the backbone organization of the ARC Network.

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