Microsoft Conference Management Toolkit

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CHAIR HOW-TO: Subject Areas

OVERVIEW

Subject areas can be used in both single-track and multiple-track conferences for:

  • Classifying and grouping papers
  • Specifying areas of expertise for Reviewers
  • As a criterion for paper assignment.

Conferences can have two level hierarchical subject areas when Chairs add a child to an existing subject area. A single-parent subject area can have many child subject areas.

If subject areas are configured, authors will need to select one primary subject. Authors could optionally select multiple secondary subject areas (the limit can be configured by the Chairs). There are no separate lists for primary and secondary subject areas, i.e. authors will be selecting from the same list of subject areas configured by the Chairs.

After reviewers login, they can enter subject areas using the drop-down menu next to their name on the upper right corner. If subject areas are configured for multiple tracks, reviewers need to enter separately for each track.

‘Relevance’ represents how closely subject areas of a paper match that of a reviewer. Chairs can use ‘Relevance’ to assign papers to reviewers who have the required expertise.

‘Relevance’ can be used during automatic assignment. During bidding, Reviewers can sort papers based on ‘Relevance’ to find papers on which they would like to bid.

SUBMISSION SETTINGS TAB

  • If having a secondary Subject Area is desired, click on the ‘Setting’s tab, go to ‘Features>Submission.’

Subject Areas

  • Scroll to the Subject Area section and set the secondary Subject Area (and any other settings applicable to the conference). Click ‘Save changes.’

Subject Areas

SUBJECT AREA SETTINGS TAB

  • Go to ‘Features>Subject Area,’ click ‘+ Add new subject area.’

Subject Areas

  • In the ensuing popup, enter the name of the Subject Area. This will be the primary Subject Area. Click ‘Save changes.’

Subject Areas

  • To add a secondary subject area, click the ‘+’ on the end of the row of the primary subject area.

Subject Areas

  • Enter the name of the secondary subject area and click ‘Save changes.’

Subject Areas

  • To add another secondary, click on the ‘+’ of the primary subject area again.

Subject Areas

  • Enter the secondary subject and click ‘Save changes.’

Subject Areas

  • To add another primary subject, just click the ‘+Add new subject area’ button.

Subject Areas

REVIEW SETTINGS TAB

  • Go to Features>Review, enable the ‘Require reviewers to select subject area’ checkbox. Save changes.

Subject Areas

META-REVIEW SETTINGS TAB

  • If desired, the same can be done for the Meta-Reviewers. Go to Features>Meta-Review, enable the ‘Require meta-reviewers to select subject area’ checkbox. Save changes.

Subject Areas

REVIEWER CONSOLE

When the Reviewers log in, they will see the alert to select their subject areas.

  • Reviewers use the link 'click here' to enter their Subject Areas

Subject Areas

CSV FILE

Currently the only way to bulk upload Subject Areas is to send CMT Support a CSV file in the format below. CMT Support will import the Subject Areas for you:

  1. One level of Subject Areas (one column)

Area 1
Area 2
Area 3

  1. Two-levels of Subject Areas (two columns)

Parent 1 Area 1
Parent 1 Area 2
Parent 1 Area 3
Parent 2 Area 4
Parent 2 Area 5

MANAGE REVIEWERS PAGE

View Subject Areas

The Reviewers’ subject areas are viewable on the Manage Reviewer page. It is here you may see if they selected their subject areas and what they are.

Subject Areas

Export Subject Areas

  • The Reviewers’ subject areas may also be exported for offline viewing. Click ‘Actions’ then select ‘Export>Subject Areas.’

Subject Areas

  • Save the file locally

Subject Areas

The file can be opened with either a text editor or Excel (as a tab-delimited text file).

Subject Areas

Subject Areas

Export Relevance Scores

Relevance scores can be exported as a text file.

  • Click ‘Actions,’ then select ‘Export>Relevance Scores.’

Subject Areas

  • Save the file locally.

Subject Areas

  • The file can be opened with either a text editor or Excel (as a tab-delimited text file).

Subject Areas

Subject Areas

This file can be sorted by Paper ID to see the best candidates to Review a paper. In the example below, we can see the top 3 candidates for Paper ID 24.

Subject Areas

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