1. Easy Chair Online Conference Submission, Tracking and Distribution Process: Getting Started AMS WMC and AMS Annual Conferences Click on play to begin show

2. Contents For Program Chairs For Track Chairs Adding Reviewers Making Decision Recommendations on PapersMaking Decision Recommendations on Papers

3. AMS Conference Information You can always access information about the Conferences through the AMS home pageAMS home page Example Home Page In this area, you will see a place to login to the AMS site -- all active members can log in. A membership is not necessary to proceed to the conference page. Find the conference and click to view its page The links to AMS Conferences can be found in the Upcoming Events Frame

4. AMS Conference Home Page A page like this will be created by AMS home office and will be the main interface for all conference participants. You’ll find a link to the conference management system on this page. For now, it is located just below the CFP linksClicking here takes you to the login for the management system.

5. For Program Chairs System Terminology –Super Chair – can monitor and edit all conference activities including all tracks and pc members –Track Chair – track chair can monitor all activities within specific track including track’s pc members –PC member – reviewers are listed as program committee (PC) members. Should only see papers assigned to him/her. –Author – submitting author

6. Creating Tracks Hover over the Administration Tab –Choose “Tracks” –This chart appears In upper right, choose “Add Track” Fill in information in Add Track window –Write Long Name and Short Name –Important: Uncheck any PC members already checked by default –Leave check by Uploaded Files (pdf upload) –Click on “Add Track” at bottom

7. Adding Track Chair Click on “Add Track Chair” In the Add Track Chair window, you can: –Fill in information for track chair and click “add track chair” The track chair will be added and receive an email inviting them to log- in –Or, click on “add associates” A list of PC members that you have a connection with will appear. You can choose the Track Chair from this list if his/her name appears. Ad you build associates, more names will appear. If you enter someone as a PC member before adding the track, his/her name will appear here. So, you could add all track chairs as PC members first and select from here. The downside to this is that each person will be listed twice in the PC member list.

8. Creating a Program Committee PC members can be added by Superchairs or Track Chairs: –Choose the “PC” tab once logged in. –Choose Add PC member from menu in upper right hand corner For Super Chairs – choose the track the PC member will belong to (track chairs should not see this) For Track Chairs – adding PC members can be done by listing their names and email addresses as shown on the screen –First Last firstlast@whyuniv.edufirstlast@whyuniv.edu –Or using the fill-in form.

9. For Track Chairs This slide show will illustrate: –How to set up your login for the Easy Chair system –Introduce you to the interface that you will use to manage your track Process your submissions –Send papers to reviewers –Monitor progress of reviewers –Make decisions –Introduce you to other screens of interest

10. Easy Chair Navigation Submissions Tab allows authors to submit papers and track status. You can see all your papers listed here. Reviews Tab allows you to see progress of reviews for which you have responsibility. Status Tab will become very important for tracking 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 as reviewers PC is the program committee listing where you can see when and if someone has logged in Events Tab is a listing of events Email stores all email and allows group emails to be sent Administration provides various access to key functions WMC_19 Paris allows templates to be modified among other things Support gives a link to the help desk Easy Chair is the about and allows you to access any conference you have logged in for.

11. Navigation You are currently in the track chair section. If you are a track chair who already has an easychair account and are familiar with how to set up an account, you may wish to skip ahead to the log-in screen. Track Chair Outline –StartStart –Setting up an accountSetting up an account –Logging InLogging In –Listing Reviewers/ Reviewer Instruction/ Tracking ReviewsListing Reviewers/ Reviewer Instruction/ Tracking Reviews –Making Accept/Reject RecommendationsMaking Accept/Reject Recommendation

12. Step 1 Click in the link in the e-mail you will get (got) from the Program Chairs sent through the Easy Chair system – or the link on the conference page. As a Track Chair, you will first access the conference management system through an email link or (by the time you get the email you may already have accessed it) via the web page shown on the previous screen.

13. Step 2Create a user name and password In creating your account, use the same login and password that you use to login to the AMS website First time users, use the option to sign up for an account Just sign in if you already have an account

14. Step 3Type the two words in the box and click on continue Setting up the account is easy; this is probably the most difficult part (reading the words)

15. Step 4Enter your name, e-mail address and click on continue

16. Step 5Your application is received: you will receive another e-mail This screen just provides information saying what to do if you do not receive the email indicated in the second line.

17. Step 6 When you receive your e-mail, please click on the link

18. Step 7 Complete the form and click on create my account Remember to use the same ID and password as you do for AMS

19. Step 8Your account is created, now click on the AMS WMC 15

20. Step 9Enter your login and password and click on sign in

21. Step 10Now you are on the conference website This tool bar is the guide for most of the conference activities. Each “role” will see a different tool bar. If you roll over this, you see you can change roles from program track chair (PC) to author …

22. How to include your reviewers?

23. Step 1Click on PC in the main menu

24. Step 2 You can enter all the reviewers at once. Be sure you put only reviewers that have agreed to serve in the conference. Add all reviewers that have agreed to review in your track All your reviewers will receive an e-mail and will follow the same procedure you did to log into the easychair management system (see step 1)

25. How to assign submissions?

28. Couple of Notes Do not use the “subreviewer” method. Any PC member reviewer should review the paper Automatic assignment is possible but track chairs in the past have all made the assignments themselves.

29. TELL REVIEWERS TO AVOID THE “DOWNLOAD FORM” OR “OFFLINE FORMS” TO MAKE THINGS SIMPLER FOR YOU. THE FORMS ARE OLD FASHIONED HTML FILES THAT MOST PEOPLE DO NOT REMEMBER HOW TO EDIT. THE INTERACTIVE FORM WORKS FINE AND IS VERY MUCH LIKE ANY EDITORIAL MANAGERS SYSTEM THEY USE FOR JOURNAL REVIEWS. IMPORTANT!!

30. Keeping Records For each submission that you get, click on “information.” Click on “assignment.” Please, use these tabs to update information and update assignment (includes who is reviewing paper and who has returned reviews) Remind reviewers to log in to the system before submitting a review!! Otherwise, the review will not be recorded automatically and you will have to cut and paste from an email.

31. From the assignment page, check off the reviewers you selected and click on update assignment. This will allow the track chair(s) (and program chairs) to have access to reviewer information. You can update this at any time including any time when reviewers have to be reassigned. This will also give us a list of reviewers to credit in the Proceedings. Keeping Records If reviewers can not see the papers they have, please check if they are correctly assigned here!

32. You may receive an email indicating a reviewer has submitted a review. The email content may ask you to “accept” the review. Just go ahead and “accept” reviews. Keeping Records If reviewers can not see the papers they have, please check if they are correctly assigned here!

33. Updating Submission Status Click on status and you can find a listing of your papers. Click on the decision status in the far right corner and you can make or change a decision on the paper.

34. Checking Status Click on Status –Here you can check the status of all papers and access each paper in your track –After accessing a paper, you can send reviewers reminders, assign reviewers, make a decision, etc.

35. How to make decisions and notify the authors using the system Start by choosing status in the menu

36. Making / Changing Decisions Click on any paper to get to its status. Then, to make or change a decision, choose “Change Decision.” Usually, more than one way exists to accomplish certain tasks.

37. Making Decisions Make your choice here and then click “change decision.” Your choice will automatically be recorded. Program chairs have final say in decisions.

38. Notifying Authors This job is set to a Program Co-Chair (Super Chair) responsibility. Program Chairs or Program Officers send these out so that they all go out together. Track chairs may communicate informally the likely acceptance outside of the system (if an inquiry arrives) if allowed to do so by the Program Co-Chair team. Track chairs may send a letter on their school stationary to anyone requesting a formal acceptance letter (following the acceptance emails from the system). Templates for acceptance, rejection and reviewer thanks are available in the time-line document. Remember to thank your reviewers.

39. We are looking forward to help you if you have any problem to understand the easy chair system All the submission and reviewing process will be managed here

40. Program Co-Chairs/Directors The status window becomes very important in tracking what your track chairs are doing with each paper. You can access all the papers here Click either place to get access to a submission. Shows reviewer scores

41. Notifying Authors Program co-chairs typically notify all authors of decisions once all the results are in. Track chairs, with your permission, may indicate informally the prospects for ACCEPTANCE outside of the submission system. Templates for those notifications are available in the time-line document. Top