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Call for Proposals

Important dates for the 2018 HFES Annual Meeting are as follows. Dates are subject to change:

Proposals (all presentation types) due

Extended to Monday, February 12, 6:00 p.m. EST

Accept/reject letters sent

April 9

Proceedings paper prep instructions available

April 23

Proceedings papers due

May 29

Online registration opens

July 6

Early registration deadline

August 27

By submitting your work for the HFES 2018 Annual Meeting, you agree to abide by the following policies:

  • Proposals must conform to the requirements in this Call for Proposals.

  • Proposals must describe completed work (except Student Forum submissions; see below).

  • Work that has been submitted to another conference, or is currently under review by another forum, cannot be submitted.

  • Submitting the same proposal to multiple Technical Groups will result in automatic rejection.

  • Refer to the HFES Code of Ethics prior to submitting your work.

  • The Program Committee is particularly interested in proposals that include representation of women, underrepresented minorities, and other diverse groups. Organizers are strongly encouraged to include such participants, as this is a consideration in the selection of sessions.

  • Obtain any necessary internal approval (from your employer/institution) of your work BEFORE you submit a proposal.

  • HFES assumes that all coauthors of your submission have given their consent to submit and, if accepted, publish the paper in the Annual Meeting proceedings.

  • HFES is not responsible in the event communication about your proposal fails to reach you if you have failed to maintain correct contact information in the online database.

  • At least one of the authors of the accepted work MUST attend the meeting and present it. Presenters are required to pay the registration fee.

  • All attendees are required to abide by the HFES code of appropriate conduct.

The 2018 technical program will feature a new Practitioner Track, made up of practice-oriented lectures, panels, symposia, and other types of presentations.  These sessions aim to showcase the application of research and methodologies in the practice of human factors/ergonomics. The scope of practice includes design, testing, and implementation of products, systems, tools, and environments in a range of domains (e.g., aerospace, health care/patient safety, transportation). Practice-oriented submissions that can be offered in the Practitioner Track are strongly encouraged.
Proposals must be no more than 5 pages long (except for Workshops; see below). Be sure to format your proposal according to the page layout template.

Please use the following templates and forms when preparing your submission:

Annual Meeting proposals consist of the following three elements in a formatted document of 5 or fewer pages. References should be styled according to the latest edition of the APA Publication Manual (6th ed.).

  • 150-Word abstract. Your abstract will be available for viewing in the online program and elsewhere.

  • Summary. The summary must include sufficient detail about the work to permit a meaningful review. Clearly indicate (a) the purpose of your work or proposal, (b) what you did (experiment, literature analysis, or information synthesis), and (c) results or key findings. Generally speaking, a summary of around 2,000 words is usually sufficient to ensure thorough review of the proposal, but a longer summary is acceptable as long as the overall proposal does not exceed 5 formatted pages.

  • References. Add key references and citations where necessary.

  • Tables and figures. You may submit tables, illustrations, and/or figures if they substantially clarify the method or results. 

Research Papers 
Summaries of research papers should contain the following, as appropriate:

  • Introduction: General statement to orient the reader to the specific problem, research strategy, and relevant literature.

  • Method: How the study was conducted, including participants, apparatus, and procedure. State exactly what independent and dependent variables are included in your research.

  • Results: Summarize the data collected and the statistical treatments and effects.

  • Discussion: Describe your inferences from the results and their implications.

  • References, tables, figures: Provide full references for all citations used in the proposal.

Practice-Oriented Papers 
Papers that focus on the practice of human factors/ergonomics in education, industry, government, and other environments are encouraged. Examples might include:

  • Critical analyses of problem or technology-application areas.

  • Summaries of advances in human factors/ergonomics processes, procedures, and tools and methods of using them.

  • Field studies and case reports.

  • Organizational issues and challenges in the practice of human factors.

  • Critiques of existing research and its translation into practice.

  • "Lessons learned" discussions of human factors/ergonomics successes or failures.

Practice-oriented papers should emphasize information that could be used readily by practitioners (e.g., new approaches, methods, strategies, or techniques), not merely report on a project one has completed.
The practice-oriented paper requirements are slightly different from those for research proposals:

  • Introduction: General statement to orient the reader to the area of your study.

  • Practice innovation: Exactly what your paper will demonstrate or explain. Sources of information: How and where you have gathered relevant information, or a detailed description of your idea, product, system, or concept.

  • Findings or Practice Application: A summary of the information you have gathered or the way you have implemented your practice innovation.

  • Discussion: Practical applications and implications. Discuss applicability and limitations of the practice innovation.

  • Practitioner Take-aways: A bulleted-list of practical advice and take-aways for human factors practice.

  • References, tables, figures: Provide full references for all citations.

Theoretical Papers 
HFES encourages submissions that make important theoretical contributions to HF/E, both those that advance a particular theoretical perspective and those that report on systematic evaluations of alternative theories in a given domain. Simple literature reviews and surveys that do not make additional theoretical contributions are not considered appropriate for submissions to the Annual Meeting. (Note: adapted from APA guidelines for Psychological Review.)
Format theoretical papers according to the following sections/headings:

  • Introduction/thesis: Introduce topic area, background information, and goal of paper. Describe theoretical proposition(s) and/or argument(s) of the paper.

  • Review: Sources of information: Describe literature and other resources used to support thesis.

  • New contribution: A summary of the theoretical contribution made by your thesis.

  • Discussion: Conclusions and practical applications of theoretical contribution to the field of human factors/ergonomics.

  • References, tables, figures: Provide full references for all citations used in the proposal.

Select the presentation type that best matches the nature of the material you are submitting as well as the objective(s) of your presentation.

Click any link in the table below for additional submission requirements for each presentation type.

Presentation Type

Presentation Length

Blind Review?

Submit To

Alternative Format

varies depending on need; can be a full session if warranted


Technical Group, Student Forum, or General Sessions Chair


brief oral presentation (5–10 minutes) followed by a brief live demonstration


Technical Group, Student Forum, or General Sessions Chair

Discussion Panel

up to 6 presenters' comments, limited to 5–10 minutes each, allowing for substantial amount of time for audience interaction


Technical Group, Student Forum, or General Sessions Chair

Invited Symposium

a group of 4–5 related presentations, each 12–15 minutes in length; often includes an overview by the organizer


Technical Group, Student Forum, or General Sessions Chair


a single presentation of 12–15 minutes


Technical Group, Student Forum, or General Sessions Chair


presenter must be on hand for the full 90–minute session


Technical Group or General Sessions Chair (NOTStudent Forum)


3 hours (morning or afternoon) or 6 hours (full day)


Workshops Chair

HFES has 24 Technical Groups (TGs) that are concerned with the HF/E aspects of specific application areas. Read the TG descriptions and then submit your proposal to the group that most closely fits your topic. If your topic doesn't fit any particular group, or addresses multiple TG topics, submit the proposal to General Sessions. Also, if you are the current TG Program Chair for the TG of your choice, you must submit your own work to General Sessions.
Not sure which group to select? Contact the appropriate TG Program Chair.
Most submissions will undergo double-blind review (the authors and reviewers are not known to one another). Exceptions include discussion panels and workshops, for which the names and experiences of the participants are crucial to evaluating the submission. Reviewers' identities are not revealed to the authors.
Omit author names from your proposal to facilitate blind review, except for Discussion Panels and Workshops.
Upload your proposal no later than 6:00 p.m. Eastern time on the deadline date of Monday, February 12, 2018. Don't wait until the last minute; if you encounter problems, your submission may not be entered in the database in time to undergo review.
Before logging in to the submission/review site:

  • Determine your preferred presentation type (lecture, poster, discussion panel, etc.).

  • Determine the most suitable Technical Area (or select General Sessions, Student Forum, or Workshop) to which to submit the proposal. Your proposal will automatically be submitted to the program chair for that area. If the program chair who receives your proposal feels it would fit better in another technical area, he or she may redirect it to that group.

  • Have your formatted proposal ready on your desktop for uploading. Microsoft Word and PDF are the preferred document formats.

  • Be ready to input the full names and affiliations of all your coauthors. In the case of Discussion Panels, each panelist is considered a coauthor.

  • Select "Research Oriented," "Practice Oriented," or "Theoretically Oriented."

  • Select either "Student Work" or "Nonstudent Work." This assists program chairs and reviewers during the proposal evaluation stage. Accepted Student Work proposals may be scheduled in the Student Forum track.

You will receive an e-mail from HFES2018@mirasmart.com when the proposal has been successfully submitted. Keep this confirmation for your files. You may log in to the system at any time to view the status of your proposal.
If any of your contact information changes during the review process, be sure to log back into the online submission system and update your record, or contact HFES to update it for you.
Students may select the option "Student Work" (vs. "Nonstudent Work") during online submission. The TG Program Chairs, reviewers, and award selection committees take this information into consideration.
Student Forum Sessions 
This forum accepts proposals of student work for a "Student Work Only" lecture or panel session. NOTE: Posters are not eligible for Student Forum. Submission of completed work is desirable; however, work in progress will also be accepted. The format of the session will be such that feedback on work in progress can be freely given. There will be at least one student reviewer for each submission. Work submitted to Student Forum cannot be considered for HFES or TG student awards.
HFES Alphonse Chapanis Best Student Paper Award 
This award provides a certificate and $2,000 cash gift to the student or students who conduct outstanding human factors research that is accepted for the Annual Meeting, presented before the Chapanis Award Committee, and judged to be the best student paper presented at the meeting. If your student proposal is accepted, you may apply for the Chapanis Award when you submit your final proceedings paper. Proposals submitted to the Student Forum will not be considered for the Best Paper Award–proposals must be completed work submitted to a Technical Group. Eligibility requirements and other information regarding the Chapanis Award will be provided with details for submitting a final proceedings paper.
Technical Group Student Paper Awards 
Some HFES Technical Groups also offer best Annual Meeting paper awards. If you are interested in having your accepted paper considered for one of these awards, be sure to select "Student Work" in the online submission system when uploading your proposal.
If your proposal is accepted, you will receive an e-mail message instructing you how to submit your final paper for the Annual Meeting Proceedings. HFES strongly encourages all accepted authors (except workshop presenters) to submit a proceedings paper. The five-page limit is strictly enforced. Completed papers are due May 21, 2018. HFES reserves the right to cancel publication if papers are received after May 21.
Note that HFES requires a transfer of copyright to publish your paper in the Annual Meeting Proceedings. The form will be provided with instructions for submitting the final paper.
A transfer of copyright extends the following rights to the author:

  • All contributed proprietary rights except copyright; such rights include patent rights

  • Right to reproduce the paper for limited internal distribution or for other personal and noncommercial use 

Exceptions to the transfer of copyright include work for which the PRIMARY author

  • is an employee of a U.S. government agency

  • is not a government employee but performed 100% of the work under government contract

  • is employed by, or performed the work for, the government of another country (e.g., Crown copyright for UK, Canada, or Australia)

Other exceptions may apply. Please contact Communications Director Lois Smith (lois@hfes.org, 310/394-1811) if you have questions about transferring copyright of your paper to HFES.
FAQ: Publication of Accepted Work in the Proceedings
May I publish the research in my HFES Annual Meeting Proceedings paper in Human Factors and the Journal of Cognitive Engineering and Decision Making? 
Suitably revised papers printed in the HFES Annual Meeting Proceedings may be submitted for consideration in Human Factors and the Journal of Cognitive Engineering and Decision Making.
What does "suitably revised" mean? 
Human Factors and the Journal of Cognitive Engineering and Decision Making publish original, previously unpublished work that represents theoretical and practical advances. Papers published in these journals must adhere to the ethical guidelines regarding duplicate publication as described in the code of conduct of the American Psychological Association (the Publication Manual of the APA has a detailed discussion).
Although duplicate publication of data is generally prohibited (in part because of issues raised for meta-analyses), the ethical standards allow for some exceptions when the data that were previously published are presented in a different way that represents a significant advance of theory or practice, and there is proper acknowledgement that the data were previously published elsewhere. Solely adding length to a proceedings paper typically is not sufficient to warrant publication in the journals. The key consideration is whether the publication represents a significant advance beyond what has been published previously, such as introducing new data or reanalyzing or reframing previous data in light of current theory and practice. Authors who are uncertain about whether their paper is suitably revised may contact the journal's editor in chief.
For the HFES Proceedings, can I publish a summary of the Annual Meeting proposal I submitted for review? 
Yes. Once a proposal for a conference presentation is accepted for the HFES Annual Meeting, authors have the option to publish a proceedings paper of up to five formatted pages or a one-page extended abstract similar to this example. Regardless of the eventual publication option chosen by the authors, a full proposal must be submitted for consideration by the peer reviewers recruited by Technical Program Chairs so that they have sufficient information to determine the quality of the work for presentation at the HFES Annual Meeting. These strategies may help mitigate future concerns about duplicate publication in Human Factors and the Journal of Cognitive Engineering and Decision Making.
Questions about any aspect of the 2018 International Annual Meeting submission/review process may be directed to HFES Communications Director Lois Smith (310/394-1811) or Technical Program Committee Chair Christopher Mayhorn or Chair-Elect Ronald Boring.