User Roles
Chair
o Enters conference details: Name, dates, required number of reviews per paper, URL of main conference site, URL of conference logo, etc.
o Adds members to the Program Committee by entering member's email address and optionally entering contact information.
o Starts reviewer bidding process (when paper submission process is over).
o Enters review criteria to build a custom review form.
o Sets the maximum number of papers each PC member is to review (on an individual basis).
o Runs automatic paper assignment tools (after reviewer bidding ends).
o Finalizes paper assignments and notifies reviewers.
o Tracks progress of reviewing by reviewer as well as by paper.
o Leads reviewer discussion and decides on paper acceptance/rejection.
o Chair can enable 'virtual meeting' which will allow reviewers to view the reviews of all non-conflicting papers, even the ones not assigned to them.
o Triggers automatic email to authors notifying them of acceptance (or rejection).
o Configures site to accept camera ready version for accepted papers.
Appoints Proceedings Editor to manage camera ready versions.
o Configures site to accept author presentations (slide decks) for accepted papers.
Proceeding Editor
o Configures size limit, max number of files for camera-ready submission.
o Configures IEEE copyright requirement.
o Enables camera-ready submission and sets deadline.
o Downloads camera-ready papers.
o Downloads copyright files.
o Publishes accepted papers metadata to Open Academic Society.
Senior Meta-Reviewer
o Receives invitation via email along with login information for the system.
o Logs in to the system and fills out any necessary information (e.g. User Type, Subject Areas, Conflicts).
o Receives email notification/instructions that bidding process has begun and by when it is to be completed.
o Logs in to the system and bid for meta-reviewers.
o Changes review assignment if allowed by Chair.
o Monitors reviewing and meta-reviewing progress, emails reviewers and meta-reviewers anonymously regarding assigned papers.
o Provides senior meta-reviewer rating for assigned papers.
Meta-Reviewer
o Receives invitation via email along with login information for the system.
o Logs in to the system and fills out any necessary information (e.g. User Type, Subject Areas, Conflicts).
o Receives email notification/instructions that bidding process has begun and by when it is to be completed.
o Logs in to the system and may bid for papers.
o Receives email notification about papers that have been assigned which can be accessed from Meta-Reviewer console.
o Suggests reviewers for assigned papers if allowed by Chair.
o Imports reviewers and assigns papers to reviewers if allowed by Chair.
o Monitors reviewing progress and email reviewers anonymously regarding assigned papers.
o Coordinates review discussions of papers enabled for discussion by the Chair when discussion is enabled. Views all reviews and can post messages on discussion board for assigned papers.
o Views Author Feedback and changes Paper Status if allowed by Chair.
o Provides one meta-review per paper using meta-review questions configured by the Chair (e.g., Overall Recommendation, Consolidation Report) to help Chairs with paper decisions.
Reviewer
o Receives email notification that he/she has been invited for the Program Committee and system login information.
o Logs in to system and fill in any necessary contact information. o Receives email notification/instructions that bidding process has begun and by when it is to be completed.
o Logs in to system and bids. Reviewers may adjust bids at will until the (Program Chair specified) deadline.
o Receives email notification about the papers he/she is assigned to review, including a link to download papers and submit reviews.
o Read papers and submit reviews based on the criteria entered by the program chair (e.g., Overall Rating, Comments for the author and the program committee).
o Discuss/modify reviews with the program chair and/or each other and adjust reviews accordingly until the program chair ends the review process.
o May start a discussion thread per paper.
o May assign external reviewers to review their assigned papers on their behalf.
o May participate in a 'virtual meeting' where they can view the reviews of all non conflict-of-interest papers, even the ones not assigned to them.
External Reviewer
o Receives email notification that he/she has been assigned for a paper and system login information.
o Logs in to system and fill in any necessary contact information.
o Read papers and submit reviews based on the criteria entered by the program chair (e.g., Overall Rating, Comments for the author and the program committee).
Author
o Enters paper's title, abstract, uploads file(s), specifies conflicts of interest with Program Committee members, and answers questions (configured by program chair).
o Marks which conference subject areas (configured by program chair) the paper addresses.
o Enters his/her contact information.
o Enters co-author information.
o Receives confirmation screen which includes a paper ID and the size of the file uploaded.
o Receives notification email for acceptance or rejection (when review process is over).
o Uploads camera ready version for accepted papers.
o Uploads presentations (slide decks) for accepted papers.