Managing Invited/Contributed Orals: Propose Invited Orals

Introduction
Assign Priority Codes
Withdraw all proposals with no priority
Withdraw all rejected proposals
Select Contributed Orals

Larger conferences generally offer the possibility to propose invited oral presentations, for example, to members of the Organizing Committee(OC) and/or Scientific Programme Committee (SPC), Scientific Advisory Board (SAB), etc. Proposals are later discussed by the SPC, and decisions are made before mailing invitations.

Setting up SPMS for Proposal of Invited Orals

Several screens and parameters need adjusting as follows:

  • Overall Database Administration / Authorized Users & Roles / Authorize

In the left-hand column, select the functional role (OC, SPC, SAB, etc.) and the privilege to propose invited orals.

In the right-hand column, enter all of the names of the individuals with this functional role.

It is generally felt that, even if the conference will eventually use main plus sub-classifications, this amount of detail is not required at this stage. The system parameter

  • Overall Database Administration / System Parameters / User / Sub-Classification Required

should thus be set to "no".

At the screen

  • Overall Database Administration / System Parameters / PC
  • Enable Abstract Edit should be set to "Yes".
  • Enable PC Members to Propose Invited Orals should be set to "Yes".

At the screen

  • Scientific Program Administration / Proposed Invited Oral Priority Codes

can be set priority (i.e., 1, 2, 3) codes for the SPC members proposing oral presentations.

Guidelines to Proposers: How to Propose Invited Orals

  • Log on to your SPMS conference instance using your normal JACoW username and password.
  • Select the Propose Invited Orals box to enable the privilege and click the Submit button.
  • Click on the Propose A New Invited Oral link, which will take you to the abstract page.
    • Abstract Title: Either enter an explicit talk title or a generic title indicating the topic that should be presented.
    • Presentation Type: Select Invited Oral
    • Main Classification: Select the most appropriate classification.
    • Abstract: Briefly describe what subject matter should be covered. If you wish, you can also add a justification as to why the talk should be presented as an invited oral and/or the choice of speaker.
    • Footnotes: Leave blank unless you cannot find a JACoW profile for a suggested speaker (to be entered on the next screen). In that case, you can return to this page and enter their name, affiliation, and e-mail address.
    • Funding Agency: Leave blank.
    • Click on Save Changes, and you will be taken to the author List page.
    • At this stage you will appear as the speaker.
  • Click on Add a New Speaker. Enter a last name or email address for your first choice speaker and click on Search. You will be presented with a list of possible matches in the JACoW repository. Select the correct person and click on Use Selected Speaker. Select the correct affiliation for your speaker and click on Submit.
    • If your first choice speaker does not have a Profile, then click on Create a new speaker and create one for them. Click on Submit. You MUST know their full name, affiliation and e-mail address. This information is being entered in the main JACoW repository, and bogus names and e-mail addresses are NOT allowed.
    • Click on the Set as Speaker circle next to your first choice speaker. Click on Update.
    • Click on the Remove box next to your name. Click on Update. (You will continue to be shown as owner of the proposal.)
    • Now you can add second, third, etc., choice speakers using the Add a New Speaker button and repeating the steps above.
  • Your alternative speakers will be sorted alphabetically by last name. Once you have entered all of them, use the sort order boxes in the right-hand column to indicate your preferred order. You only need to enter order numbers for your alternative speakers; the proposed speaker (denoted by the red cross in the Set as Speaker column) sort order value is ignored.
    • Click on Update a final time to confirm the correct ordering of your proposed speakers. If everything is correct, you have finished.
    • Click on Return to Abstract List.
    • The abstracts listed are just the ones that you have created.
  • Click on the Propose a New Invited Oral link to propose another talk and repeat the procedures above.
  • Click on the Program Committee Access link to view all of the submitted proposals via the Program Committee page.
    • If you leave classification blank, you will see all the proposals. If you select a particular classification, you will see that subset.
    • The Search link in the upper right-hand corner of the screen will provide you with additional search capabilities.

References

Christine Petit-Jean-Genaz: http://spms.kek.jp/pls/jacowtm2014/agenda.by_session?sid=WEPSR1