Non-Sigma Event Materials Ingest Process
Prior to each event, steps 1 - 4 will be completed:
- The event host will send a list of presenters to Sigma Repository (SR) staff at Repository@sigmanursing.org.
- The list must include each primary presenter's name and email. No additional details (e.g., co-presenter names, presentation/session titles) are required.
- For presentations containing more than one presenter, event hosts are required to select a primary presenter who will be submitting the material to the SR.
- The email must also contain the authorized event name, event dates, complete name of the event host (and cohost(s), if applicable), and location of the event. Indicate "virtual event" for online-only events.
- The event host will send an email to presenters letting presenters know that: (a) the event host participates in the SR, and (b) presenters will receive emails from SR staff.
- SR staff will pre-register the presenters using the names and emails received in item one (1), above.
- SR staff will send an email to the primary presenters containing an invitation to submit and submission instructions.
- Primary presenters are responsible for submitting their presentation materials to the SR in a timely manner and without reminders from SR staff.
- As submissions are received, they will be processed in order of first-received inline with other SR submissions.
- SR staff need between 30 - 90 days for processing and posting materials.
- If the event host requires presentations to be posted in the SR by a certain date, they must contact SR staff to make certain the deadline can be met.
- Acceptance as a presentation at the event does not mean automatic acceptance and posting in the SR. See note below for details. SR staff will reject unsuitable submissions and send guidance to the submitting primary presenter regarding revisions and resubmission to the SR.
- When submissions are posted to the SR, the submitting presenter will receive a system-generated email containing the permanent link to their repository item record.
- Presenters may share that email with the event host. If the event host requires this action of their presenters, the event host should include this requirement in the email they send to their presenters in item two (2), above.
Poster and slide deck files must contain enough information to be considered as stand-alone material. They must contain information in addition to the abstract text (i.e., not simply a verbatim reproduction of the abstract in visual format). Posters and slides must add to the scholarly or clinical discourse and the information and knowledge contained in the files must be readily discernable without benefit of the presenter's verbal presentation.
Images and information copied from the internet, without proof of copyright holder approval, are unacceptable.
Descriptive information and the files uploaded with the submission, must be written in English. If the presenter's first language is not English, they may submit a secondary (poster or slide) file in that language.