FAQ & Key Dates

Key Dates
  • Abstract Submission Deadline: August 22, 2019
  • Results of abstract review returned to authors: Usually within two to three weeks of submission
  • Full registration fees due for all presenters: September 19, 2019
  • Draft symposium Programme published online: September 30, 2019
  • Symposium Date: Sunday, November 03, 2019

The FAQ below addresses some of the most common queries IAFOR receives about The Asian Undergraduate Research Symposium. If you are unable to find an answer to your question, please contact aurs@iafor.org.


Abstract Submission

Basic Submission Questions

How do I submit a proposal for AURS?

You may submit an abstract for an individual poster presentation through our online submission system.

For submission requirements, examples and additional details about submitting an abstract online, please visit the Call for Papers page.


Can I co-present a paper?

Yes. However, co-presented papers are given the same 90-minute time slot as papers presented by a single individual. Each attending author must register for the symposium individually.


Are the deadlines firm?

Yes – please pay close attention to the dates and deadlines stated above and elsewhere on the AURS website.


How can I check the status of my submission?

The status of your submission may be checked through the online submission system.


I’m not sure if I’ll be able to attend the symposium. Should I submit a proposal anyway?

Please submit proposals only if you plan to attend the symposium. If you think you may not have time to attend, may not be able to finish a paper, or may not be able to get funding, consider waiting until next year to submit your proposal. A lot of work goes into processing, reading, evaluating and scheduling every paper, so please be respectful of the time spent on this by the AURS Organising Committee, as well as by the IAFOR administrative office.


If I can’t attend the symposium, can someone else present my paper?

Yes – a listed co-author may present without you.

Abstract Acceptance

How are proposals assessed?

After your abstract is submitted online it will undergo review.


Why was my proposal rejected?

There are a number of reasons why a submission may be rejected. Your submission may:

  • be considered to contain unoriginal work;
  • not be relevant to the symposium in question;
  • have language and comprehension difficulties;
  • not be considered to meet the standards required for presentation.
Submission Changes

Can I substitute a different paper after my paper has been accepted?

No. Your proposal was assessed and accepted based on its individual merits, and may not be substituted for a different paper following acceptance. If you would like to present another paper, please submit a separate abstract.


Can I change the title of my proposal after it is submitted?

Yes – for title changes, please contact the IAFOR administrative office at aurs@iafor.org. Note that while your title may change, the content of your presentation must remain consistent with your accepted abstract.

Schedule Requests

Can I request a day and time for my presentation?

No.


Registration

Presenter Rates

What are the presenter registration rates for AURS?

Please visit the Presenter Registration page for full details of presenter rates.

Registration dates reflect Japan Standard Time (UTC + 9 hours).

Registration & Payment

How can I check the status of my registration payment?

The status of your registration payment can be checked through the online submission system. If you paid by PayPal you will receive an official receipt and confirmation or registration from a member of our admin team within 72 hours of payment. If you are a PayPal member you may log into your PayPal account to view details of your transaction.


I need an invoice

If you require an invoice, please contact invoice@iafor.org, with “AURS Invoice Request” in the subject, stating the amount, your name, and submission reference number if applicable, and we will provide you with an invoice.


Can I get a refund?

If you need to cancel your registration for any reason, you must do so in writing by September 06, 2019, by contacting aurs@iafor.org. If you cancel your registration before this date you will receive a refund, subject to a 1,000 JPY service fee. Requests for refunds for optional extras purchased separately from registration (conference dinner and tours) are subject to a 1,000 JPY service fee. Refunds will not be given after September 06, 2019.


Paypal is not accepting my credit card

All payments are handled directly by PayPal, so the assistance IAFOR can provide is limited.

If your credit or debit card is being rejected by PayPal with the message “The card you entered cannot be used for this payment. Please enter a different credit or debit card number.” one of the following reasons may apply:

  • Your card is associated with a specific PayPal account, but you’re not logging in with that particular account
  • Your card was associated with a PayPal account that has since been closed
  • You have linked the card to a PayPal account, but have not yet confirmed it
  • You have exceeded your card limit with the PayPal system
  • Your email address is raising a red flag in PayPal’s system
  • Your browser is not accepting cookies (clear any existing cookies and try again or use a different browser)
  • Your billing address doesn’t match the credit card’s registered billing address.

Please contact PayPal directly for further assistance with credit card payments. You may also find it useful to view Paypal’s Help pages. If you continue to have problems after doing this, please let us know at aurs@iafor.org.


How do I change Paypal’s language settings?

The language displayed on the PayPal site depends on your browser settings. If your browser language has not been set you will see the default language, which is Japanese. If you experience further problems please contact aurs@iafor.org. Our administrative team will then send you a PayPal request for the registration fee and attempt to set the language on the PayPal invoice to English.


How do I receive a receipt?

After your payment has been confirmed and processed by our Finance team you will receive an official receipt via email (attached as a PDF).


Presentations

Poster Presentations

How long can my presentation be?

Poster presentations are held in 90-minute sessions in an open forum format involving multiple presenters.


What size should my poster be?

The poster display boards are 900mm wide x 1800mm high. Tape and pins are available from the Registration Desk. It is recommended that poster presenters use thin, lightweight poster paper. Each board will have pushpins and adhesive tape available for presenters to secure their poster.

Presenters are responsible for personally transporting their posters to the venue or mailing their posters to themselves at the hotel where they will be staying. We cannot print your poster for you, so please prepare your poster before the symposium.


What makes a good poster presentation?

Here are two excellent tutorials to help you prepare for your poster presentation:

Technical Information for Presenters

Internet

Wireless internet will be available throughout the venue and there will be access to a computer in the base room.


Printing

A Mac computer (with Microsoft Office installed) and a printer will be available at the Registration Desk. We are able to offer a complimentary printing service of up to ten A4 sheets should you need this. Please be advised that printing may not be available at peak times.


Attending the Symposium

Visas & Letters of Invitation (LOI)

What is a Letter of Invitation?

A Letter of Invitation is an official document which confirms a registration payment and extends an official invitation to the paid registrant to attend and participate in the upcoming symposium. It provides you with an official reason to come to Japan. It may be required by your university for administrative purposes, and will likely form one of the documents required for visa application if you are from a country that does not have a visa exemption agreement with Japan.

For further information see our Letters of Invitation page.


Will IAFOR issue a Letter of Invitation to me?

Providing you have paid your registration fee, correctly completed the Letter of Invitation form, and sent it to invitation_letter@iafor.org, then IAFOR will issue you with a Letter of Invitation.


What is a Letter of Guarantee?

A Letter of Guarantee is a letter in which an individual or body agrees to be legally and financially responsible for you during your stay in Japan. IAFOR will not provide letters of guarantee.


Who will issue me a Letter of Guarantee?

You may know an individual or institution in Japan willing to act as a guarantor, or, if you have no connection with the country, Japanese immigration authorities may find that it is acceptable to have your university act as the guarantor. IAFOR cannot provide Letters of Guarantee.


How will I know which documents the Japanese Embassy will require?

If you are from a country that does not have a visa agreement with Japan, then it is likely that you will need a Letter of Invitation and/or a Letter of Guarantee. Please consult your local Japanese embassy or consulate for details, as requirements are often country-specific.


The Embassy/Consulate has denied my visa request. Can you intervene?

No. IAFOR will not intervene under any circumstances. For further information, please see the Visas & Letters of Invitation page.

Accommodation & Venue

Is accommodation included in the registration fee?

No, accommodation is not included in the registration fee.


How do I get from the airport to the symposium venue?

Please view the Location & Venue page for access information.


Other

IAFOR Conferences

What is IAFOR?

The International Academic Forum (IAFOR) was founded in Nagoya, Japan, in 2009 as a research organisation, conference organiser and publisher dedicated to encouraging interdisciplinary discussion, facilitating intercultural awareness and promoting international exchange, principally through educational interaction and academic research. By creating opportunities for dialogue between academics and thought leaders, IAFOR has become a pioneer in providing the research avenues and visionary development solutions that are necessary in our rapidly emerging globalised world. Read more about IAFOR.


Who attends an IAFOR conference?

IAFOR conferences are a fantastic opportunity to hear the latest research, network, publish your work and engage in new ideas in an international and interdisciplinary environment. IAFOR’s events are attended by a wide range of people, including academics, researchers, professionals, education advisors, business leaders, students, and government and public sector representatives.