Download the doc:  
[HTML]   [PDF]

Submissions

In planning the submission process, administrators have several different tasks at hand:

  • Collect all the data required for the production of the proceedings and conference programme.
  • Collect meta data that will help with the review and selection process.
  • Collect data necessary for the management of the submissions, for instance, permission to print the abstracts. This can be achieved by adding custom fields to the submission form.
  • Ensure that the submission process runs smoothly for the authors of submissions: to this end, emails have to be prepared and suitable access permissions must be set.

Steps required for the setup of the submission process

  • Activate the submission module and set options for the submission process.
  • Configure the submission form.
  • Set up automatic emails that will be triggered when users submit an abstract and perform actions related to the submission.
  • Set permissions on the functions related to the submission process. You will be able to control users' ability to create, edit and withdraw submissions, as well as their ability to upload files.

Collecting meta data

Meta data can be used to assist the distribution of submissions into sessions. They can also be exported to Excel (or other formats) for further processing.

Presentation types
  • You can create a list of presentation types, for instance, poster and oral, and allow authors of submissions to indicate their preferred type.
  • The list of presentation types can be used to assist the distribution of submissions into the conference sessions. For example, if a session is defined as a poster session, you will only see submissions categorised as be posters when choosing submissions for inclusion into that session.
  • When selecting submissions for acceptance or rejection, you can view the presentation types selected by the submitters and reassign them.
Topics
authors
  • You can create a list of topics and allow of submissions to select suitable values for their abstracts.
  • The topics can be classified into themes or tracks.
  • You can assign some of these topics (or themes) to reviewers, as speciality topics, and distribute submissions by matching the topics selected on the submissions with the speciality topics assigned to the reviewers.
  • The list of topics (or themes) can also be used to assist the distribution of submissions into the conference sessions. For example, you can assign a list of topics to a session. Only submissions assigned to these topics will be shown as candidates for inclusion into that session.
  • When selecting submissions for acceptance or rejection, you can view the topics selected by the submitters and reassign them.
Predefined keywords
  • You can define a list of keywords and let submitters select any numbers of those keywords on the submission form.
  • The chosen keywords will be shown to administrators when they select and classify the submissions.
Free keywords
  • You can let submitters input a comma-separated list of keywords on the submission form.
  • The chosen keywords will be shown to administrators when they select and classify the submissions.
Last updated: 04 December 2019