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| How
Symposium Organizers Become Proceedings Editors |
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to Help| |
A natural
outcome of developing a symposium for a conference is to
organize a symposium proceedings. A proceedings is a collection
of papers based on the presentations delivered at the meeting. Classically,
a symposium proceedings should
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Be
available on-site during the meeting.
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Feature
as many of the presentations as possible.
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Symposium
organizers are encouraged to propose the development of proceedings
volumes. These volumes can be in the form of
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Electronically
downloaded PDFs
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The proceedings
can also be solely focused on presenting information from a single
symposium or can represent the bundling of numerous complementary
symposia from a single conference.
Decisions
concerning which proceedings option is most suitable for the symposium are
made based on information contained in the publications proposal form. (Click on
"Propose a Proceedings" on the main menu.)
| When
to Complete the Publications Proposal Form |
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to Help| |
When
completing the original Symposium Proposal Form, you would have
been asked to provide tentative information on what, if any, plans
that you have for publishing the papers to be presented in the symposium.
These plans would have been communicated to authors during the abstract
submission process. There were three possible avenues of action
depending on the form of proceedings publication proposed.
- If
you proposed a publication as a stand-alone proceedings (i.e.,
an at-meeting proceedings, a post-meeting proceedings), you
would be directed to also complete the Proceedings Proposal
Form, which you may access via the Main Menu. This form should
be completed once you receive formal approval of your symposium
for inclusion in the meeting.
- If
you requested publication in a journal, a review of your request would be conducted
after the symposium is accepted for inclusion in the meeting.
The journal editor would follow up accordingly. This course does not require
completion of the Publications Proposal Form.
- If
you requested an outside publication, consideration of the request would be performed
by the Publications Coordinating Committee following approval
of the symposium for inclusion in the meeting program. This course
does not require completion of the Publications Proposal Form.
| How
to Complete the Publications Proposal Form |
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to Help| |
To
propose a proceedings, it is first necessary to log into ProgramMaster.
If you have not used ProgramMaster before, you will
first need to register on ProgramMaster. Registration is free.
Once
you are logged in, the process of proposing a symposium entails
the following:
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Click the "Propose a Proceedings" link from the Main
Menu.
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You
will see a list of conferences for which proceedings proposals are
currently being accepted. Click on the conference to which you plan
to submit a proceedings proposal.
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You will be presented with the Proceedings Proposal Form. Complete
this form in full. (Detailed instructions concerning what to include
in each field are presented on the form.) Note that it is critical
to indicate which symposium (symposia) are to be covered by the proceedings
proposal.
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If you are unsure as to how to complete a field, you may save the
form and return at a later time to complete the remaining fields.
You do this by clicking the "Save But Do Not Submit"
button at the bottom of the Proceedings Proposal Form. Saving the
form in this way will help publishers know that a proceedings is being
planned based on the inclusion of specific symposia, although a formal
submission is still to come.
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Once
you have completed all of the form fields and are satisfied with the
content, click on the "Submit My Proposal" button.
This will formally initiate the proceedings proposal review process.
| E-Mail
Notifications to Proceedings Organizers |
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to Help| |
Once you
submit a symposium proposal, the system will automatically generate
the following e-mail messages as situations dictate:
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An
acknowledgement to you confirming your submission and recapping
the essential elements of the proceedings.
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An
e-mail to the publication staff, thereby triggering initiation
of the proceedings approval process.
- A notification
of the proceedings proposal being either accepted or rejected. If
the proceedings proposal is
- Accepted,
the e-mail notification will provide you with a recap of the proceedings
details, inclusive of any changes that may have been made
to your proposal as part of the approval process. Critical
deadlines concerning the development of the proceedings will
be included as well. At the same time, ProgramMaster will be configured
to begin accepting manuscripts for this proceedings.
- Rejected,
the e-mail notification may contain additional information as to
why the decision was made.
Once the proceedings
is opened for the collection of manuscripts, the proceedings editor
may receive the following messages from the system as specific milestones
are achieved and based on these features being enabled by the conference
organizers:
- A notification
every time that a new manuscript is submitted (only manuscripts based
on abstracts that have been accepted for presentation in the conference
are eligible for inclusion in the proceedings).
- A notification
every time that a manuscript is resubmitted.
Once
your proceedings proposal is submitted, it will be assigned a status.
This status is automatically updated as the symposium progresses
through the various steps of the approval and publication
process. The status of your proceedings can be viewed by selecting "Organizer/Editor
Tools " from the main menu. The status
may be shown as follows:
- Saved
But Not Submitted: You began to create a proceedings proposal,
but did not complete it. You have editing access to the proposal
until the proceedings proposal submission deadline.
- Proposed:
The proceedings proposal has been submitted but has yet to be approved.
If you wish, you may view the proceedings proposal summary, but
you cannot edit it.
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Open
for Manuscripts: Papers are being submitted and editor(s) are reviewing, getting back with authors, accepting, rejecting, etc.
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In
Review: Editors are reviewing manuscripts, and submission is closed.
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Staff-Only
Administration: No public activity concerning the proceedings
is underway. You can view a proceedings proposal summary
with this status, but you cannot edit it.
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Rejected:
The proposed proceedings will not be published.
You can still view a proceedings proposal summary with this
status, but you cannot edit it.
As
a proceedings editor, one of your key tasks within ProgramMaster
is to review the manuscripts that are submitted to the symposium. The
system offers you a number of tools to help you perform this function
in a timely way. "Timely,"
of course, is an operative term in ProgramMaster as an array of date-based
triggers will dictate how long you have to review the manuscripts submitted
for your proceedings.
When
you receive the e-mail notification concerning the approval of your
proceedings, the proceedings will be opened for the collection
of manuscripts and you will have the ability to review manuscrips. The
message will also indicate a number of critical dates as
pertains to manuscript submissions. These dates include
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Manuscript Submission Deadline: After this date, the system
will no longer accept new manuscripts.
- Modified
Manuscript Deadline: This is the last day available to
an author to resubmit a manuscript if you made acceptance
of the manuscript contingent on modifications being made.
- Review
of Manuscripts Completed Deadline: After this date, you will no longer be able to update the status of any paper.
Every
time a new manuscript is submitted to your proceedings, you will
receive an e-mail notification that contains a summary of the submission.
At this point, you may choose to give a manuscript a new designation in ProgramMaster. To assign a new
status to a manuscript in ProgramMaster:
- Log
in.
- Click
the "Organizer/Editor Tools" link.
- Find
your proceedings in the list presented and click the "Review
Manuscripts"
link.
- Click
on the manuscript that you wish to review (note that the column
headings are alphabetically sortable by clicking on the blue triangles
of the "Paper No.",
"Paper Title", "Submitter", and "Status" headings).
- Review
the manuscript and mark the manuscript as either "Accepted",
"Accepted if Modified", or "Rejected"
based on the results of your review. Please note that you should provide
the author constructive feedback on what changes that you would require
if you designate the manuscript as "Accepted if Modified".
The author and co-authors will receive an e-mail notification of
your decision along with instructions of what to do next.
- Provide
comments as appropriate back to the author in the field provided.
- Formalize
the new status by clicking "Set New Status". This will
trigger an e-mail notification to the author.
If
you accept a manuscript contingent on modifications being made, you
will receive notification when the new version of the manuscript is
submitted. Be sure to review it prior to the final manuscript deadline
passing.
Be
aware that until the modified manuscript deadline passes, the submitter of the manuscript has the opportunity to make additional changes to it.
| Contacting
Proceedings Participants with the Contact Authors Tool |
|Back
to Help| |
In
addition to the auto-generated e-mails that ProgramMaster sends to authors
within a proceedings, the system also allows editors to engage in self-initiated
contact with authors on an as-required basis. To do this,
- Log
in.
- Click
the "Organizer/Editor Tools" link.
- Find
your proceedings in the list presented and click the "Contact
Authors" link.
- Complete
the form presented. It will allow you to compose a plain-text message
that can be directed to individual authors, all authors, and/or potential
authors.
- When
sending a message by use of this interface, you will receive a bcc:
of the message, as will the Publications Department.
- You may
also use this interface to send a mass message to subject chairs/editors.
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