Track Chairs: How to Assign Submissions to PC

Track Chairs: How to Assign Submissions to PC

Track Chairs: How to Assign Submissions to PC Members/Reviewers in EasyChair AMS WMC and AMS Annual Conferences Contents Managing Your Track Assigning Submissions to PC Members/ Reviewers Monitoring the Progress of PC Members/ Reviewers Making Decisions as a Track Chair

Log in to EasyChair https://easychair.org/account/signin.cgi EasyChair account setup instructions are located at AMS-web.org under the help tab in the menu at the top of the page. EasyChair Navigation

Submissions tab - allows authors to submit papers and track status. All of your papers are listed here. Reviews tab - allows you to see progress of reviews for which you have responsibility. Status tab allows you to track progress on paper submissions and entering decisions; provides an instant overview of progress at any given time. Assignment tab - facilitates paper assignments to PC members/reviewers. PC tab allows you to see when and if a PC member/reviewer has logged in. Events tab - displays a listing of events. Email tab - stores all email and allows you to send group emails. Administration tab - provides access to key functions.

WMC_20 Canterbury tab - allows templates to be modified, among other things. The tab will list the specific conference youve selected. Support tab - gives a link to the help desk. News tab provides news about EasyChair. EasyChair tab - allows you to access any conference for which you have logged in and information about EasyChair. Managing PC Members/Reviewers in Your Track We got here by clicking the Assignment tab

Click on Interactive Assignment. Managing PC Members/Reviewers in Your Track The Interactive Assignment webpage will list all PC members/reviewers. Clicking on the parentheses by a PC

member/reviewers name assigns and unassigns papers. Assigning Submissions to PC Members/Reviewers Clicking by ones name places a 1 in the first column, assigning a PC member/reviewer his or her first paper to review. A 2, for example, would mean two reviews assigned. A number in the second column indicates how many reviews have been completed.

When finished, click on Send Assignment. Then inform reviewers by using the email template that appears. Assigning Submissions to PC Members/Reviewers Complete the Assignment Notification and click Send Email to PC members.

Select who will receive the assignment Assigning Submissions to PC Members/Reviewers Clicking the status tab will take you to the review monitoring page Once you send assignments your PC Members, they can now login and

review the manuscript Monitoring the Progress of PC Members/Reviewers Monitoring the Progress of PC We are in Members/Reviewers the Status tab

The status tab gives you an overview of the current status of all papers in your track. To view detailed information about a specific submission, click on the submission tab Monitoring the Progress of PC We are in the Submissions Members/Reviewers tab Here you can access detailed information

about each submission. Click on the Blue I for more information about each submission in your track Monitoring the Progress of PC Members/Reviewers Use this menu to interact with a specific submission To get here we clicked on the Blue I located to the right of a paper when on the

submissions tab page. look at previous slide for illustration Checking Reviews & Comments Checking Reviews & Comments We are in the Status tab Clicking the paper title will give you access to the reviews and

comments for that specific submission Checking Review Status We got here by clicking the submission title on the Status page You can change decisions and see

individual reviews from this page Notifying Authors Easy Chair uses the term SuperChair to refer to conference/congress program chairpersons. Track Chairs are not SuperChairs. Conference Program Chairs or the VP of programs authorizes the release of official Accept/Reject notices through the EasyChair system ONLY after all track chairs have entered their accept/reject decisions for each submission. Thus, track chairs Do not send the formal notifications of accept/reject, which are sent through the system. As a track chair, you do not have

SuperChair capabilities. Track chairs may informally communicate the likely acceptance outside of using EasyChair (if an author inquiry arrives) if allowed to do so by super chairs. From time to time, a track chair may get a request for a letter on official university stationary. Track chairs may send a letter on their school stationary to anyone requesting a formal acceptance letter

(following the reception of an official acceptance email from EasyChair). Templates for acceptance, rejection and reviewer thanks are available in the timeline document. Remember to thank your PC members/reviewers.

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