Technical Program Committee selection Committee strategy Paper submission Paper assignment Paper...
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Technical Program
Committee selection Committee strategy Paper submission Paper assignment Paper reviewing Committee meeting Proceedings Conference Post conference
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Acknowledgement
Attended postmortem for ICSE 1999 and ICSE 2000
Sought (and received) much advice from previous chairs Prior to selection of committee: Dave
and Jeff After selection---conference: Alex and
Mehdi Recommend (highly) history/record of
activities to improve ICSEs, reduce duplicate effort, …
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Committee Selection
Decide on composition of committees Created three separate committees for
papers: technical, education, case study
Decide on management of committees Managed technical program; oversaw
education and case-study committees, which were managed by other co-chairs
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Committee Selection (cont’d) Decide on strategy for selection of committee
First listed all areas we wanted to cover, and identified possible people in those areas
Talked to ICSE-2 to get recommendations for committee
Used the ICSE conference guidelines at http://www.icse-conferences.org/sc/guidelines: considered length of time, etc.
Considered membership in other committees (e.g., ISSTA, FSE)
Selected mix of junior/senior, academic/industry, nationalities, men/women, …
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Committee Strategy Determine guidelines/strategies for PC
Non appearance at PC meeting Bidding strategy Funding to attend PC meeting Location of PC meeting Etc
Make duties of committee clear in invitation Send reminder of duties close to paper submission
Sent last reminder two weeks before paper due date
PC members can reconsider conflicts for attendance at PC meeting; if they cannot participate, PC chairs can invite new members if necessary before paper assignment
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Paper Submission
Select electronic submission/reviewing system Used Witan Web Very pleased with system and support
Decide on submission strategy Abstract first, then paper (2001);
abstract, paper submitted together (2000); etc.
Decide whether abstract is required, and state in call and on web
Set firm deadlines (including time zone), and state in call and on web site
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Paper Assignment Bidding
completed before paper deadline Assign papers
Assigned manually at week-long meeting Mixed junior/senior reviewers on a paper Assigned approximately same
number/reviewer (18-22) Considered balance for meeting
discussion; considered strong/weak, language, etc.
Spent considerable time making assignments/checking, etc.
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Paper Reviewing Monitor reviewing, and respond to
problems (e.g., no reviews submitted by PC member by due date)
Send reminders about reviewing deadline Make sure that PC members record all
information about outside reviewers that you plan to include in the proceedings (we asked only for names on the review forms, and spent quite a bit of time finding affiliations for the proceedings; there were many outside reviewers for the papers)
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Committee Meeting Decide on attendance strategy
Required all PC members to be at meeting, or listed as outside reviewer (clear in invitation guidelines and duties)
Determine paper order (modeled after ICSE 2000) Papers to discuss; determined after
reviews; scheduled papers with at least one A or two or more Bs; can discuss about 100 papers in two days (about 6 min/paper)
Paper order by constraints (e.g., all involved, no conflicts, mix of evaluations)
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Committee Meeting (cont’d) Create meeting strategy
Sent guidelines before meeting; explained guidelines at beginning of meeting; didn’t give much opportunity to discuss/change guidelines
Determine seating arrangement Placement in room, to PC chairs, to each other
Determine management of meeting Planned discussion order Switched off during meeting, alternating
responsibility for discussion between chairs Used notes to communicate about discussion Attempted to lead discussion to decision about
paper
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Committee Meeting (cont’d)
Arrange for meeting PC members want power for laptops
during meeting Consider size/arrangement of room for
meeting Arrange for required AV equipment for
meeting Arrange for lunch, breaks, etc Plan PC dinner
Select ICSE –10 paper Send table of contents prior to meeting Discuss and get recommendation at
meeting
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Committee Meeting (cont’d) Create materials for meeting
Personalized booklets for each PC member, chairs No evaluation numbers for conflicts; no review for conflicts;
all other reviews for papers to be discussed List of papers by discussion order List of papers by numeric order List of conflict papers List of papers reviewed (discussed)
Copy of all submitted papers; copy of all reviews Materials for PC members
Markers for booklets, name tags for PC members, … Keep materials in meeting room; collect materials at
end of meeting
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Committee Meeting (cont’d)
Create program immediately following PC meeting Held meeting immediately following PC
meeting to finalize program Hausi organized and ran meeting, which
consisted of chairs of all conference committees
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Proceedings
Done by IEEE with Anne Jacobs as proceedings editor Collected papers from authors Organized proceedings according to guidelines Etc
Spent significant time proof reading; don’t assume that editor does this
Make arrangements for digital library (IEEE and ACM)
Decide what to include in proceedings (we included information about all tracks)
Decide who will take lead on particular tasks
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Conference
Select session chairs PC members who need to be session chairs;
PC members who don’t have papers in the conference and want to be session chairs
PC members who reviewed the paper, work in the area, request a particular session
Plan for those who cancel late Create guidelines for session chairs,
presenters Send periodically prior to conference Make available on web site Be prepared for many not reading them
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Post Conference
Select papers for special issue/fast track Get recommendations from PC Select papers for resubmission,
and consideration for a special issue of TSE