Archives, Records, and History—A Guide for Secretaries of ACS



Division Web Sites

OASYS:



1810 Georgia Street

Cape Girardeau, MO 63701

Phone (573) 450-8294

FAX (573) 334-2551

e-mail ruthhathaway@

February 28, 2005

William P Ball

Dept of Geography & Environmental Engineering

The Johns Hopkins University

Baltimore, MD 21218

William:

Thank you for your willingness to organize a symposium on “Characterization and Properties of Environmentally Relevant Black Carbon Particulates” for the 230th American Chemical Society meeting, Washington, DC in August 2005. Please take the time now to review this packet carefully, paying particular attention to the Guidelines for Symposium Organizers. It is important that you plan your program well in advance to allow yourself, and prospective authors, sufficient time to meet deadlines. As soon as you have a finalized version of the call for papers available, please forward it to me sot that I can get it posted to the web.

ACS short abstracts must be submitted electronically to the OASYS website (see above) where you can review them as they are posted. ACS will no longer accept paper abstracts. Extended abstracts are to be sent to you by email attachment. Directions for their preparation are described on the program website (above).

Once you have received all short and extended abstracts from authors, you are responsible for putting them in order and grouping them into half day sessions and submitting the abstracts and appropriate forms to us by our deadline, preferably by email attachments. You do not need to send all papers and forms at one time, however, please note clearly that it is your symposium to avoid confusion.

Please keep me and the Program Chair informed of your progress, and if we can help, don't hesitate to call. Sign the symposium organizer agreement form and return it to me as soon as possible.

Sincerely,

Ruth Hathaway

Business Office Manager

Enclosures: (See following page)

Enclosures: Symposium Organizer Agreement Form

Guidelines for Symposium Organizers

Call for Papers Example

Organizer's Letter to Participants Example

Instructions for Preparing Extended Abstracts

Instructions for Poster Session Authors

Cosponsor/Colist Request

Recommended Session Format

Session Format Example

Meeting Time Table

ACS Letterhead

SYMPOSIUM ORGANIZER AGREEMENT FORM

Extended abstracts are published in the Division of Environmental Chemistry's Preprints of Papers CD, in association with the program presented at each National meeting. The Program Chair of the Environmental Division reserves the right to refuse acceptance of any paper for which the ACS or extended abstract is not provided and may cancel any symposium that does not conform to these requirements.

As a symposium organizer, I understand that it is my responsibility to obtain the ACS and extended abstracts from my speakers in the proper format prior to the published deadline for submission of abstracts to the Business Manager and Program Chair.

I also understand that should books or other publications result from the symposium that it is usual and customary for the Division of Environmental Chemistry to share in the royalties. I agree to share any resulting royalties with the Division of Environmental Chemistry. The customary royalty split is 60:40 editor/author:the Division of Environmental Chemistry. I also agree to give ACS first right of refusal to publish any book that results from this symposium.

Signed

Date

Washington, DC, August 28 - September 1, 2005

Global Environmental Regulation: Regulation of Chemicals - A View towards 2015

GUIDELINES FOR SYMPOSIUM ORGANIZERS

Thank you for agreeing to plan and organize an ACS-sponsored symposium. You will find the task personally rewarding. The information presented may have long-term scientific value, particularly if it results in "open-literature" publications. In addition, your interaction with peer scientists, highly qualified in their fields, can be stimulating. These simple guidelines are to assist you in timely development of your symposium.

Planning Time

Select an appropriate ACS meeting for the proposed symposium in consultation with the Division Program Chair. Allow yourself sufficient time for adequate preparation. Major symposia may require up to two years to plan and develop, whereas minor symposia may require much less time. Planning time is highly variable.

Symposium Length

Decide whether the symposium topic or subject matter justifies a long symposium (2 to 4 days) or can be adequately covered in as little as one half-day session. This decision will affect your solicitation and publication plans. Coordinate with the Division Program Chair to be certain the time/space is available. Allow for papers that may be contributed after the symposium and topic

is announced.

Paper Solicitation

Prepare a list of experts in the field. Develop a letter on appropriate letterhead (several sheets enclosed) stating that you invite the leaders in the field to contribute papers for presentation at the 2xxth National Meeting of the American Chemical Society to be held in City, State. State requirements for abstracts and preprints as indicated in the attachments and book manuscript requirements (if known) depending on your plans.

Optional: Include an easy to fill out form for the potential speaker to return to you giving the speaker the option of making a firm or probable commitment; include space for addresses (email and mail) and phone numbers of authors.

Symposium Publicity

It is generally the responsibility of the symposium chairman to publicize the symposium by letter, call for papers, handouts at the Division table at ACS National Meetings, news items, etc. For inclusion in the Division Newsletter and webpage, send symposium information to the Division Business Manager (Ruth Hathaway) for forwarding to the Newsletter Editor and webmaster.

Program Development

Firm up offered papers. As soon as a paper is promised, send the author a letter of thanks stating deadlines for abstracts and copies of the Extended Abstract Instructions and any other pertinent information. Contact the authors at least every three months giving a progress report on program development, publication plans, etc. Maintain enthusiasm, momentum, and a sense of the scientific importance of your symposium.

Do not promise a speaker a specific time slot. Tell them most presentations are expected to be 20 min (total 15 min allowing 5 min for discussion). Special cases may be allowed more.

GUIDELINES FOR SYMPOSIUM ORGANIZERS (continued)

Several months before the deadline for submission of abstracts (ACS and Extended) for inclusion in the ACS meeting, review your list of papers, tentatively group them into sessions, and look for any serious omissions or margin/style violations. You may need to have the author revise the abstracts to fit within the allotted space, add the proper heading, etc. If the author cannot or does not correct the error, do so yourself. Fill in the areas needing attention by obtaining more papers, guiding authors, or covering the areas in your introductory remarks, which can be published.

Program Requirements

Reaffirm your meeting size with the Program Chair. Check other programs for conflicts using OASYS.

Review incoming abstracts for content and compliance with abstract instructions. If abstracts do not comply, return to authors for revision before sending them to the Business manager.

Send the Division Extended Abstracts for each presentation, the Proposed Symposium Format, and a Proposed Session format for each session to the Business Manager TO BE RECEIVED NO LATER THAN May 1, 2005, to permit evaluation of time requirements, program conflicts, etc. and in order that the Program Chair can, in turn, meet ACS deadlines. The Business Manager (R Hathaway) must receive the extended abstracts (by email or floppy disc) by this date.

Answer requests from ACS headquarters and the Division Program Chair for preliminary programs, advance publicity, teleconferencing potential, and final programs promptly. Most of this is handled through the Program Chair but must originate with the Symposium Chair.

Be available by phone or email about two weeks before the program publication deadline dates, or designate someone else to negotiate final scheduling of your program.

Symposium Publication

Symposia of scientific value and/or public interest may be publishable and the Division strongly encourages publication of such material. The Division has a publishing agreement with the American Chemical Society (American Chemical Society, 1155 Sixteenth Street, N.W., Washington, DC 20036, Phone 202-872-4600). ACS books must be granted the first right of refusal before the book can be offered to another publishing house. Details of the publishing arrangement and Division requirements may be obtained from the Program Chair on request.

Miscellaneous

Some symposia are co-sponsored by more than one ACS division. Coordination with the other divisions is usually done by the Division Program Chair; however, it is appropriate for the symposium organizers to make suggestions and preliminary contacts, etc. Other divisions may have different requirements for abstracts, publications and deadlines.

The Division has limited funds for guest registration of foreign scientists and American nonchemists. Check with the Division Program Chair for details if you have a need.

If you have specific questions or desire clarification, call or email the Division Program Chair or Business Manager.

CALL FOR PAPERS [EXAMPLE]

THE FATE OF SYNTHETIC CHEMICALS AND PESTICIDES IN SOIL AND AQUATIC ENVIRONMENTS [EXAMPLE]

Division of Environmental Chemistry

224th American Chemical Society (ACS) National Meeting

August 18-22, 2002

Boston, MA

Synthetic chemicals and pesticides are widely distributed in the environment through indirect losses or direct application to the soil and water. Many of these chemicals are toxic to animals and the biota and accurate information about their movement and fate in these environmental compartments is essential to conducting and reliable risk analyses for these chemicals. A wide variety of physical, chemical and biological processes move these chemicals and transform them into new chemical species with new sets of physical and chemical properties. This symposium will present research concerning fate processes for chemicals, environmental fate and effects modeling and results of investigations of the fate of specific chemicals in soil and water.

Presenters are required to submit a short abstract to the ACS by April 25, 2005, using the the ACS online system (OASYS) at . This division also requires an extended abstract of two or more pages that must be submitted to the symposium organizer by May 1, 2005 using the instructions posted on the web at . The organizer prefers to receive extended abstracts as attachments to email in MS Word or RTF file formats. Please label the abstract file with the ACS abstract number and first authors last name.

In addition, a symposium book is being planned, for which each author will need to submit a completed manuscript by 23 August 2002.

Symposium Organizer:

Holden Caulfield, University of California, San Ysidro, 914 Sun Circle, San Ysidro, CA 917587, phone: (555) 832-5448, Fax: (555) 832-5572, Email: hcaulfld@ucsys.edu

ORGANIZER'S LETTER TO PARTICIPANTS EXAMPLE

[Date]

Dear Colleague:

I am organizing a symposium entitled “Global Environmental Regulation: Regulation of Chemicals - A View towards 2015” to be presented through the Division of Environmental Chemistry of the 230th American Chemical Society meeting, Washington, DC in August 2005.

I am soliciting contributed papers to be presented and [optional] later published [publisher name] as a symposium proceedings. If you or a colleague is interested in presenting a paper, I need to receive a short abstract submitted to the ACS online abstract system (OASYS at ) plus an extended abstract submitted to me as an email attachment and prepared according to the enclosed instructions (also at ) by [May 1, 2005]. This is an excellent opportunity to make a timely contribution to the scientific community in presenting your research.

Enclosed please find a Call for Papers announcement and the pertinent information regarding the preparation of the extended abstract.

If you have any questions, please email or call and we will be happy to assist you.

Sincerely,

Jugen H. Exner

2 Waverly Ct.

Alamo, CA 94507

Enclosures (Call for Papers, extended abstract instructions, etc.)

ACS Environmental Chemistry Division

Instructions for Preparing Extended Abstracts

PAPERS WILL NOT BE ACCEPTED WITHOUT EXTENDED ABSTRACTS

Abstract Submission

Extended abstracts are due within ten days of the deadline for online submission of short abstracts to ACS, but are NOT submitted through the ACS OASYS system. The preferred method for submitting an extended abstract is as an MS Word document sent as an email attachment to the symposium organizer. For general papers, abstracts should be sent to Ruth Hathaway (ruthhathaway@) with a copy for the program chair, Gopal Coimbatore (Gopal.Coimbatore@TIEHH.TTU.edu). Word Perfect is acceptable.

If email is not available, a PC formatted 31/2 inch floppy diskette may be mailed to the organizer or Ruth Hathaway at 1810 Georgia St., Cape Girardeau, MO 63701-3816. Allow enough time for the mail to reach the organizer by the extended abstract deadline.

Abstract Content and Format

Abstracts must be at least 2 but not more than 4-5 pages in length and are intended to provide enough information to the reader so he/she can draw useful conclusions about the work. The preferred format contains brief sections titled introduction/background, materials/ methods and results/ discussion, together with some data in the form of tables, figures or photographs or any combination. References to prior work are desirable, cited as author, date, title (optional) journal or citation, volume, pages. Figures or photos should be mounted two to the page and more if possible, consistent with clarity. Figure headings and ordinate labels should be in bold and at least 12 font size. Preferred font is Arial.

The extended abstract should be prepared as an 81/2 x 11 inch or equivalent metric document with single column text. Allow margins of 3/4 inch (1.9 cm) at the top and 1/2 inch (1.3 cm) on the sides. Pages should be numbered in the center bottom starting with page 1. The abstract title should be centered in bold 12 font size. Authors’ names should be centered below the title in 12 font (non-bold) with affiliations and addresses. An email address for the lead author is helpful.

Below is an extended abstract that may be used as a guide in the preparation of an extended abstract acceptable to the division. If there are any questions, please contact Ruth Hathaway or Gopal Coimbatore.

SAMPLE EXTENDED ABSTRACT

BRIEF TRIPHENYLTIN EXPOSURE CAUSES IRREVERSIBLE INHIBITION OF THE CYTOTOXIC FUNCTION OF HUMAN NATURAL KILLER CELLS

Sharnise Wilson*, Bommanna G. Loganathan and Margaret M. Whalen

Department of Chemistry, Tennessee State University, Nashville, TN 37209

*Department of Chemistry, Murray State University, Murray, KY 42071

Introduction

Organotin compounds are used as heat stabilizers polyvinyl chloride polymers, industrial and agricultural biocides and as industrial catalysts in variety of chemical reactions1. Triphenyltin (TPT) is an organotin, which is primarily used in agriculture as a contact fungicide to treat wide variety of crops including potatoes, peanuts, carrots, soybeans, sugar beets and rice2-4. TPT is also used in antifouling paints to prevent growth of barnacles and other fouling organisms on aluminum hulled boats and ships over 75 ft. Due to its extensive use, TPT contamination has been reported in water, sediment and fish from both freshwater and marine environments in the United States, Europe and Japan5-8. Laboratory TPT exposure studies have revealed a wide spectrum of toxic effects in aquatic and terrestrial organisms. Immune function studies with rats fed TPT revealed that the thymus dependent immune responses were suppressed including delayed-type hypersensitivity reactions.Triphenyltin hydroxide produced tumors in rats and mice4,9.

Human exposure to phenyltins (PTs) might come from occupational exposure and/or consumption of contaminated food. Very limited information is available on the toxic effects of TPT in humans. Because of the deleterious effects of this compound, the Occupational Safety and Health Administration (OSHA) has established workplace exposure limits of 0.1 mg m3 of air for organotin compounds4. The Food and Agricultural Organization of the United Nations/ World Health Organization’s (FAO/WHO) proposed a provisional tolerable daily intake (TDI) of 0.5 µg TPT/kg body wt/day10. Natural Killer (NK) cells are lymphocytes capable of killing tumor cells, virally-infected cells and antibody-coated cells. NK cells are the earliest and possibly predominant defense against tumor cells11. Human NK cells play a central role in immune defense against virus infection and formation of primary tumors11. Previously, we have shown that exposure to TPT (1 mM for 1 h) greatly reduced the ability of NK cells (obtained from peripheral blood of adult male and female volunteer donors) to kill K562 (human chronic myelogenous leukemia) tumor cells12. The ability of NK cells to lyse tumor targets was measured using a 51Cr release assay12. In this study we examined whether the inhibition of NK-cell cytotoxicity induced by a brief (1 h) exposure to TPT could be reversed if the TPT was removed and the cells were allowed to incubate for up to 6 days in TPT-free media.

Material and Methods

Blood Sampling and Isolation of NK Cells

Peripheral blood samples from healthy adult (male and female), volunteer donors were used for this study. Whole blood was applied to Ficoll-Hypaque (1.077 g/ml) and centrifuged at 500 g for 30 min. to remove red blood cells. Mononuclear cells were collected from the Ficoll-Hypaque and washed twice (250 g, 10 min.) with phosphate buffered saline (PBS). In order to remove platelets, the cells were suspended in a small volume (2.5 - 5 ml) of PBS and layered on to 2.5-5 ml of bovine calf serum (BCS) and centrifuged at 200 g for 5 min. The pellet was resuspended in PBS and the process was repeated. The cells were then suspended in complete medium which consisted of RPMI-1640 supplemented with 10% heat-activated BCS, 2 mM L-glutamine and 50 U penicillin G with 50 µg streptomycin/ml. Non adherent cells (30-40% CD16+, 60-70% CD3+) were prepared by incubating the cells in glass Petri dishes (150 X 15 mm) at 37 °C and 5% CO2 for 1 h.12-14.

Chemical Preparation

TPT was purchased from Aldrich Chemical Co. WI, USA. Dimethylsulfoxide (DMSO) was obtained from Sigma Chemical Co. St. Louis, MO, USA). A Neat standard was resuspended in DMSO. TPT was diluted in gelatin media (0.5% gelatin replaced the calf serum in complete medium) to achieve a final concentration of 750 nM (the final concentration of DMSO did not exceed 0.0005%.

Cell Viability and Cytotoxicity

Cell viability was determined by trypan blue exclusion. Prior to assay, the NK cells were separated by centrifugation from complete medium (RPMI 1640) and transferred to gelatin media. Cell numbers and viability were assessed at the beginning and end of the assays. Cell numbers and their viability did not vary among experimental conditions. NK cytotoxicity was measured using a 51Cr release assay12-14. The target cell in all cytotoxicity assays was the NK-susceptible K562 (human chronic myelogenous leukemia) cell line. An appropriate number of K562 cells were incubated with 51Cr in 1 ml of BCS for 1.5 hr at 37 °C in air/CO2 (19:1). The cells were then washed twice with gelatin medium. NK (effector) cells (5.0x105/100 µL for 50:1 ratio) were added to the wells of round-bottom microtitre plates. The effectors were diluted to 25:1 ratio (2.5x105/100 µL), and 12.5:1 ratio (1.25x105/100 µL); each ratio was tested in triplicate. Targets were added (1x104/100µL) to each well, and the plate was centrifuged at 150 g for 3 min. and incubated for 2 hr at 37 °C ( air/CO2 ,19:1). After incubation 0.1 ml aliquot of the supernatant was collected and counted for radioactivity for 60 sec in a Packard COBRA gamma counter (Packard Instrument Co., Meriden, CT, USA) gamma radiation counter. Specific lysis was calculated as follows: 100x[(test c.p.m - spontaneous c.p.m.)/maximum c.p.m.- spontaneous c.p.m.)]. Maximum release was produced by adding 100 µL of 10% Triton X-100.

Results and Discussion

Lymphocytes were exposed to 750 nM TPT for 1h. The concentration of TPT used in treating the cells was a concentration that reduced cytotoxic function by between 50-70% after a 1 h exposure, while not affecting cell viability. Following the exposure period, the TPT containing media was removed and replaced with TPT-free media. The cells remained in TPT free media for varying lengths of time (0, 24 h, 48 h, 4 days and 6 days) and were assayed for cytotoxic function using a 51Cr release assay.

Figure 1 shows the percent inhibition of NK cytotoxicity when NK cells were exposed to 750 nM TPT for 1h followed by a 0 h, 24 h, 48 h, 4 d or 6 d period in TPT-free media at the 50:1 lymphocyte: target ratio. When the cells were assayed for cytotoxic function immediately after a 1 h exposure to 750 nM TPT (0 h recovery) there was a 57±10% decrease in NK-cytotoxic function at the 50:1 ratio, (n=12). When TPT-exposed NK cells were allowed to incubate in TPT-free media for 24 h (24 h recovery period), NK-cytotoxic function was decreased by 840±15% at the 50:1 ratio (n=12). Specific lysis was decreased by 83±25% following a 48 h incubation in TPT-free media (n=9, 50:1 ratio). A 1 h exposure to 750 nM TPT followed by a 4 d incubation in TPT-free media produced an 86±19% inhibition of cytotoxicity (n=6, 50:1 ratio). After a 6 day incubation period in TPT-free media cytotoxicity was reduced by 98±4% at the 50:1 ratio (n=6). Thus, there was no significant recovery of cytotoxic function even when the NK cells were allowed to incubate in TPT-free media for up to 6 days. There was a significant difference in percent inhibition of cytotoxicity between the 0 h recovery time and all other recovery time points (p ................
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