Actions needed | by |
---|---|
Concerning the preparation: | |
Chair and Borbala | |
Collect names and email addresses of pc members, or use CyberChairPRO's signup tool | Chair/Borbala (or from conference website) |
Collect conference main topics | Borbala (pick from conference website) |
Discuss submission form | Chair and Borbala |
Set up CyberChairPRO |
Borbala |
Tell reviewers to reserve time for bidding after the papers have been submitted | Chair (or Borbala if the chair would like that) |
Concerning the submission phase: | |
Submit abstracts and full papers (preferably in one step, but two separate steps is also possible, although not adviced) | Authors |
Answer questions about submission extensions | Chair |
Close submisison site | Borbala/Chairs (Using the Submission Gate Control page) |
Set up pages for late submissions | Borbala |
Check and delete double submissions | Borbala |
Concerning the review phase: | |
Prepare bidding | Borbala |
Inform reviewers to fill in their expertise and preferences for papers they'd like to review (also called bidding), and fill in conflicts of interest | Chair/Borbala |
Pick up the login info from the reviewer entry page | Reviewers |
Remind reviewers to fill in their expertise and bid for papers | Chair or Borbala |
Re-remind reviewers to fill in their expertise and bid for papers :-( | Chair or Borbala |
Prepare paper/reviewer assignment proposal, trying to fullfil as many high preferences of reviewers as possible | Borbala |
Assign papers, using all kinds of overviews and swap/move tools | Chair |
Set up reviewers' pages | Borbala |
Prepare paper packages for downloading | Borbala |
Prepare offline review forms for downloading. See also the review process. | Borbala |
Download offline review forms | Reviewers |
Download papers | Reviewers |
Check if papers are printable and report problems (e.g. font problems) | Chair/Reviewers/Borbala |
Ask authors to submit a corrected version, in case print problems have been reported | Borbala/Chair |
Install new versions of papers and inform reviewers | Borbala/Chair |
Submit reviews of papers | Reviewers |
Read reviews of other reviewers, to prepare for the PC meeting | Reviewers |
Setup the author response system. Some conferences use this step to allow authors to read the reviews and respond, typically to indicate factual errors in the reviews, but also to respond to questions of the reviewers. | Borbala |
Check reviews and submit response | Authors |
Discuss papers and reviews online | Chair/Area Chairs/Reviewers |
Concerning the PC meeting: | |
Prepare review overviews for the PC meeting, in both html and pdf format | Borbala |
Generate 'name cards' (A4 or letter format, to be printed and folded by the organizers) | Borbala |
Prepare slides for the PC meeting, in pdf format | Borbala (Chair must supply discussion order by email) |
Prepare discussion lists for the PC members, in pdf format | Borbala (Chair must supply discussion order by email) |
Run PC meeting | Chair and reviewers |
Supply info about accepted papers (or other categories) | Chair (using the PCM Mate tool or by email) |
Adapt reviews | Reviewers |
Concerning the notifications: | |
Supply accept and reject texts (or other categories) | Chair (by email) |
Prepare notification messages to be sent to authors | Borbala |
Verify notification messages to be sent to authors | Chair |
Send notification notifications and (anonymized) comments to authors | Borbala (chair name and email used as sender) |
Concerning the proceedings: | |
Extract co-reviewers from review forms to send to chair for inclusion in the proceedings | Borbala |
Submit camera-ready papers | Authors |
Submit copyright form | Authors (hardcopy or fax to chair) |
Optionally, extra | |
Prepare camera-ready submission pages | Borbala |
Submit camera-ready papers | Authors (via web to CyberChairPRO, or Authors (to publisher) |
Include paper number with each accepted submission to match the ordering in the conference program. | Chair |
If applicable: Produce 'front matter' of proceedings (table of contents, author index) | Borbala |
Deliver data for proceedings to publisher | Borbala |
Print/Publish proceedings | Publisher |