After Submission—Continuing Education

Preparing the CE Course

CE courses offer a structured approach for gaining an understanding of a developing or established field. Because these are courses, and not other forms of scientific sessions, they are intended to present techniques, ideas, and concepts that are more established than those suitable for other sessions. Reflecting this perspective, CE courses are developed with a timeline quite different from other scientific sessions. Often the latter present the results of recently obtained cutting-edge research. CE courses, however, are developed months before the Annual Meeting, with presentations finalized in early January, obviating last-minute changes.

CE Course Liaisons

A member of the CE Committee is selected as the liaison for each course. The course liaison is the immediate link between the course chair and SOT. While the course chair organizes/finalizes instructors and the course content, the review and revision of the syllabus are a coordinated activity shared by the course chair and the liaison. The liaison assists in the communication between SOT and the chairperson to ensure logisitical support for the course by SOT staff before and during the presentation at the Annual Meeting. Course Chairs and CE Course Liaisons work closely together on a packed timeline in order to present the best course possible at the Annual Meeting and to provide course materials to participants prior to the course.

Find detailed instructions, updated timelines, and more information on finalizing CE courses here, and contact Kevin Merritt with any questions.


CE Speaker Webinar

Each August, the CE Speaker Webinar provides an overview of the course preparation process, what steps need to be completed by each speaker, travel funding, and other details.

2017 CE Speaker Webinar Slides

CE Planning Calendar

CE courses are developed months before the Annual Meeting, with presentations finalized in early December, obviating the opportunity for last-minute changes. The deadlines in the following calendar are crucial to ensuring that the CE course is ready for presentation at the Annual Meeting. Due to this accelerate timeline, the SOT CE committee and staff provide significant help in forging and organizing courses, as well as supporting the course presenters in this process.

July 13, 2018

Finalized course title and information (course overview, speakers, and presentation titles) due to Continuing Education Committee liaison and SOT Headquarters.

Summer 2018

Course chairs arrange conference calls with speakers and course liaison to discuss the content of the course, presentations, timing, and basic deadlines for the year.

August 31, 2018

Finalized course program content due to SOT Headquarters. This includes speaker information, presentation titles, order of the presentations, and presentation overviews. This content is published in both the Preliminary Program and the Program. Information cannot be changed after this date.

October 2018

  • Second conference call between course chairs, speakers, and liaison to review the first draft of the presentation slides to ensure that course goals are met, all content is covered, timing is accurate, and there is minimal overlap.
  • All SOT Member speakers should make appropriate arrangements for their travel, including meeting registration, hotel, and flights. (Nonmember speakers will receive information to assist in their travel arrangements.) Course chairs should plan to attend the “walk-thru” for CE courses at 4:15 pm on Saturday, March 10.

October 5, 2018

The first draft of each speaker’s presentation is due to the course chair and liaison.

October 29, 2018

All speakers should complete their logistical arrangements for the meeting, including registration, housing, stipend allocation, copyright release submission, etc.

December 7, 2018

The second draft of each speaker’s presentation is due to the course chair and liaison.

January 4, 2019

The final draft of each speaker’s presentation is due to the course chair and liaison for preparation to be published.

Late January 2019

All course chairs and speakers receive a proof of their course material for review to ensure quality of presentation.

March 1, 2019

Distribution of course material and information to course registrants via email.

March 9, 2019

CE Committee, course chairs, and liaisons complete a walk-thru at the Baltimore Convention Center.

March 10, 2019

CE courses presented at the 2019 SOT Annual Meeting in Baltimore, Maryland.

Course Presentation Format and Guidelines

Presentation Style

The CE speaker slides are used to create the electronic course books that all attendees receive. As a result, when creating your presentation slides, the following style guidelines MUST be followed:

  • Slide Titles: 40 pt
  • 1st Text Level: 32 pt
  • 2nd Text Level: 28 pt
  • 3rd Text Level: 24pt
  • Make sure figures, images, charts, and graphs reproduce well by checking their conversion to grayscale and photocopy quality. IMPORTANT: Paste charts and graphics as pictures in order to avoid skewing of the image when placed in electronic book format.
  • Pay attention to the detail level on the slide. If slides contain too much content, the text may be split to multiple slides in the electronic book production.
  • Deliver movie clips or other multimedia as individual media files along with your slide presentation. Recommended file type is .WMV.
  • Obtain permission for all copyrighted materials used and include proper attribution in the slides. Please note that the copyrighted materials will be removed from your presentation if there are pending copyright requests in process. This is for the legal protection of both the speaker and SOT and will be strictly adhered to. Therefore, adjust your course presentation accordingly before submitting to SOT Headquarters.
  • Take inspiration from other highly rated and high-impact presentations: "Grouping Chemicals for Assessment and Conducting Assessments with the Hazard Index and Related Methods" and "Specific Aspects and Approaches for Regulatory Evaluation of Pharmaceuticals in Two-Year Rodent Carcinogenicity Studies"
  • DO NOT...
    ...include logos. If included, they will be deleted from your slides.
    ...use background colors, as they will make the content difficult to read in the electronic book.
    ...include slide numbers. Page numbers will be inserted into the electronic book and they will conflict.

Required Presentation Slides

It is recommended that your presentation not exceed 45 slides (or one slide per minute). Your slides are used to create the electronic course book in January. As a result, if you have a slide-heavy presentation (more than 45 slides) and end up skipping slides as you run out of time, this will result in negative feedback on the course in the CE survey. Templates of Required Slides


Should include: Presentation Title, Speaker Name, Speaker Affiliation, Speaker Address, Phone, and Email


This should be the second slide following the Title Slide.


This slide should come before any of the scientific content portions of the presentation.


This slide should contain the key “take-home” messages from your portion of the course.


The list of references should be the last slide of your presentation or you may provide the list to Kevin Merritt as a Word document.

Lists are limited to 25 references. Please refer to Toxicological Sciences for the preferred style of citation and referencing of materials.

Course Timing

It is highly encouraged that the following course structured be used. While there is some flexibility for speaker times, begin, end, and break times are NOT flexible. For a detailed listing of possible presentation timing scenarios for your course, please consult the Standard Course Timing PDF .


8:15–8:30 AM Welcoming Remarks & Introduction
8:30–10:30 AM Speaker Presentations
10:00–10:30 AM Mandatory Refreshment Break
10:30 AM–12:00 Noon Speaker Presentations


1:15–1:30 PM Welcoming Remarks & Introduction
1:30–3:00 PM Speaker Presentations
3:00–3:30 PM Mandatory Refreshment Break
3:30–5:00 PM Speaker Presentations

Copyright and License Release Information

SOT requires that all presenters return the CE Copyright and License Release Form, which is completed online.

If you use material that you did not create yourself and for which you do not hold the copyright, or that has been previously published, you MUST obtain a written copyright release from the copyright holder or owner of this material. Proper attribution for this material must be included in your presentation and the electronic course book.

This is for your own legal protection as well as that of SOT and is taken very seriously. Any information included in your slides should be treated as a published work. Any data or image that you would not included in a published article without proper permissions should also not be included in your slides.

More information on copyright can be found on the Copyright Clearance Website.

Almost all journal articles online have an option for securing copyright permissions through an automated process. Select options for "get rights and content," "copyright permissions," etc. The exact wording depends on the publisher.

Guidelines for Use of Materials from Toxicological Sciences

SOT, as the publisher of the SOT Annual Meeting Continuing Education course books, is able to grant gratis permission for limited use of information from Toxicological Sciences, for which SOT holds the copyright. Toxicological Sciences is available electronically for free to all full, associate, emeritus, and retired SOT members. The slides and printed materials must include appropriate citation of Toxicological Sciences and must follow the guidelines and limits outlined below.

SOT has the copyright only to Toxicological Sciences, and, thus, this guidance is specific only to the use of materials from that journal. If it is imperative to use materials that also hold a copyright from other sources (e.g., journals, books), please communicate directly with the publisher of those materials and follow the appropriate citation guidelines.

Quantity Limits for Gratis Permissions for Use of Materials from Toxicological Sciences

Up to three figures (including tables) from a journal article BUT not more than five figures from journal issue/edition and not more than six figures from an annual journal volume.

Use of single text extracts of less than 400 words from a journal article BUT not more than a total of 800 words from a journal issue/edition.


Why do I need to complete the SOT License release?

In disseminating information, it is important that SOT protects the intellectual property rights of others and of SOT. SOT claims ownership for materials produced by SOT so it is requested that contributors give permission for use of their work and acknowledge that the content of the contributed materials is copyright free or that the contributor has permission to use any materials that are under copyright.

I am employed by the state/federal government/military. What licensing obligations do I have?

Government agencies usually retain a nonexclusive, royalty-free license to publish or reproduce work that is produced by employees, and they permit others to use and publish that work without further licensing or fees. By signing the License Release, you are certifying that SOT is free to use the material without infringing upon the rights of another entity.

The materials for the presentation were prepared as part of my job. Is it still necessary to complete the license and release for SOT use of materials?

Yes. Through the License and Release for SOT Use of Materials process, you are confirming that you are authorized by your employer to transfer licensing rights to these materials and that your employer has consented to all the terms and conditions of the agreement.

There are various blanks on the form to fill in, but I don't have information for every line. Guidance, please.

The form is used for any type of material that is provided to SOT. Please complete the sections that are pertinant to the material you are contributing. For example:

  • “Materials created for:” Provide the intended use of the items, which is a CE course
  • “Title:” The title of your presentation
  • “Text or slides,” “Photographs,” “Video,” “Other:” Nature of the material that your are licensing to SOT

What is the difference between the license release and copyright permission?

License Release grants permission from the “Author” (you) for SOT to license to reproduce, copy, electronically store, publish, and sell the materials as developed by the presenter. This licensing is independent of the copyright permission process. Copyright Permission is necessary if the presenter used any material (e.g., images, iinformation from other publications, or photographs) that is copyrighted by another author or institution. These may be items that you have previously published, depending upon your arrangements that that publisher, or material from other authors.

How do I know if I need copyright permission?

If any material in your presentation is taken directly from another source, you need permission of the author/publisher to use that material. However, if you take data from multiple sources, for example, and create a new table, that is your work and you would cite the source of the data, but would “own” the new work. If an image you created was published and the publisher retained copyright, you could not use that image without a copyright release. However, you could use a similar image you created that had not been previously published.

I will be using images readily available on the internet. Is the copyright permission necessary?

Images, website screenshots, photographs, and text derived from Internet sources may be copyrighted and cannot be used without permission and attribution. Some sites do have statements allowing free use, use for educational purposes, or other guidelines. It is important to track the source of material and the use the statement on that site and proceed accordingly. Unless explicitly stated otherwise, the assumption is that materials are copyrighted or were borrowed without attribution/permission. Some materials are in the public domain and may be used freely. For example, US law defines the interval for intellectual property rights on some materials, and once expired, those materials may be used freely.

Will SOT reimburse for any payments made (to organizations like copyright clearance center) for copyright permissions?

SOT provides a stipend designed to help defray expenses incurred for the preparation of the CE courses. Individual reimbursement for copyright permission will not be provided.

I have confirmed that no copyrighted information will appear in my presentation. Do I still need to complete the copyright portion of the online copyright and license release form?

Yes, we ask all presenters to confirm that they will not have any copyrighted information by checking the appropriate box in the online form.

I am using a photograph of a person. Are there any particular cautions?

If the photo is copyrighted, you’d follow the appropriate procedures to get permission for use, which may involve a fee. In regard to photos you own or someone else owns, before SOT use, you need to provide proof that the person gives permission for the use of their image; a photo release form is used for that. Approval must be received in writing from parents for anyone under age 18.