Chair HOW-TO: Designate and Assign Emergency Reviewers

OVERVIEW

Sometimes the deadline of a conference fast approaches and reviewers have either dropped out or no contact can be made to complete their reviews. This will show chairs how to designate reviewers as emergency reviewers and how to enable meta-reviewers to assign emergency-only reviewers.

CHAIR - MANAGE REVIEWERS PAGE BEFORE

• From the Chair Console, click the Users tab, then Reviewer. The Manage Reviewers page appears.

This is how the Manage Reviewers page looks before the meta-reviewer setting 'Allow meta-reviewer to assign only emergency reviewer' is enabled.

ENABLE EMERGENCY DESIGNATION FOR REVIEWERS

Note

In a Multi-Track Conference, you must first select the track in which you wish to enable this feature.

META-REVIEW SETTING

Important

The 'Allow meta-reviewer to assign only emergency reviewer' setting only turns on the 'Is Emergency' designation and column in the 'Manage Reviewer' page.
For meta-reviewers to assign papers to only emergency reviewers, 'Allow meta-reviewer to assign submission to reviewer' will also need to be enabled (see below).

• Go to Settings>Features>Meta-Review, enable 'Allow meta-reviewer to assign only emergency reviewer,' then save the changes

CHAIR - MANAGE REVIEWERS PAGE AFTER

Note

In a Multi-Track Conference you must first select the track from the dropdown in the upper left of the Manage Reviewers page to see the edit links in the 'Is Emergency' column.

After the setting 'Allow meta-reviewer to assign only emergency reviewer' is enabled, a new column titled 'Is Emergency' will now appear in the page - each with a value of 'Yes' or 'No'.

CHANGE EMERGENCY DESIGNATION FOR REVIEWERS

CHANGE EMERGENCY DESIGNATION MANUALLY

Find the reviewer(s) you want to designate as 'Emergency Reviewer.'

• Click the word 'No', then select 'Yes' from the dropdown

CHANGE EMERGENCY DESIGNATION TO YES IN BULK

Note

This page can be filtered by any column so you can change a subset of reviewers in bulk.

• To change all reviewers to have the Emergency Reviewers designation as 'Yes', click 'Actions>Is Emergency>Bulk Set'

CHANGE EMERGENCY DESIGNATION TO NO IN BULK

Note

This page can be filtered by any column so you can change a subset of reviewers in bulk.

• To change all reviewers to have the Emergency Reviewers designation as 'No', click 'Actions>Is Emergency>Bulk Unset'

ALLOW META-REVIEWERS TO ASSIGN PAPERS TO EMERGENCY REVIEWERS

META-REVIEW SETTING

Important

The 'Allow meta-reviewer to assign only emergency reviewer' setting only turns on the 'Is Emergency' designation and adds the column in the 'Manage Reviewer' page.
For Meta-Reviewers to assign papers to only emergency reviewers, the settings
'Allow meta-reviewer to assign submission to reviewer' AND
'Show reviewer identity to meta-reviewer' will need to be enabled.
All three settings need to be enabled

• Go to Settings>Features>Meta-Review, enable 'Allow meta-reviewer to assign submission to reviewer' AND 'Allow meta-reviewer to assign only emergency reviewer.'

• Then enable 'Show reviewer identity to meta-reviewer'

• Then save the changes

WHAT META-REVIEWER SEES

META-REVIEWER CONSOLE

• The meta-reviewer finds the paper that needs to have an emergency reviewer assigned and clicks 'More>Edit Assignments.'
  The 'Edit Assignments (Reviewer)' page appears.

EDIT ASSIGNMENTS (REVIEWER) PAGE

In the 'Edit Assignments (Reviewer)' page, the meta-reviewer chooses the emergency reviewer desired by selecting the checkbox.

ALLOW META-REVIEWERS TO NOTIFY EMERGENCY REVIEWERS AFTER ASSIGNMENT

META-REVIEW SETTING

Note

All four settings need to be enabled for meta-reviewers to send notifications to emergency-only reviewers.

• Go to Settings>Features>Meta-Review, enable
  'Allow meta-reviewer to assign submission to reviewer'
  'Allow meta-reviewer to assign only emergency reviewer'
  'Allow meta-reviewer to notify reviewer of new assignment'

• Then enable 'Show reviewer identity to meta-reviewer'

• Then save the changes

WHAT META-REVIEWER SEES

META-REVIEWER CONSOLE

• The meta-reviewer finds the paper that needs to have an emergency reviewer assigned and clicks 'More>Edit Assignments.'
  The 'Edit Assignments (Reviewer)' page appears.

EDIT ASSIGNMENTS (REVIEWER) PAGE

In the 'Edit Assignments (Reviewer)' page, the meta-reviewer chooses the emergency reviewer desired by selecting the checkbox.

NOTIFY ASSIGNMENT POP-UP CONFIRMATION

• As soon as a meta-reviewer selects the emergency reviewer, a 'Notify Assignment?' pop-up confirmation window will appear. Click 'Yes'.

A successful verification of the sent notification will appear at the bottom of the page

REVIEWER RECEIVES EMAIL

The Emergency Reviewer will receive this email which includes the deadline for the review.