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American Chemical Society Welcome to the Program Chair Leadership Training Indianapolis, 2013 Member Communities, Volunteer Support Membership & Scientific.

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Presentation on theme: "American Chemical Society Welcome to the Program Chair Leadership Training Indianapolis, 2013 Member Communities, Volunteer Support Membership & Scientific."— Presentation transcript:

1 American Chemical Society Welcome to the Program Chair Leadership Training Indianapolis, 2013 Member Communities, Volunteer Support Membership & Scientific Advancement Division (MSA) January 14, 2013

2 Topics for Discussion Core Responsibilities Top Action Items for a Successful Program Even Programming Top 10 Tips (from Program Chairs) for a Successful MPPG & Thematic Programming ACS Presentations on Demand Visas & the ACS National Meeting American Chemical Society

3 Core Responsibilities of Program Chairs Call for Papers Session Management Preliminary Program Final Program Other Responsibilities American Chemical Society 3

4 Call for Papers Develop the technical program with symposium organizers and enters it into PACS as oral and poster symposia Assign a symposium organizer to each session in PACS Designate the symposia as either accepting contributed papers or only invited papers. Symposia enter into PACS will be published in the C&EN article which coincides with the abstract submission opening date American Chemical Society 4

5 Session Management (with Symposium Organizers) Accepts or reject abstracts Creates new sessions as needed to accommodate abstracts Arrange the accepted abstracts in the sessions Assign each presentation a duration Assign session duration for poster sessions Inserts non-technical events (e.g., introductory or closing remarks) Assign moderators/presiders for oral sessions Optional: Schedule high-quality abstracts into Sci-Mix in accordance with the restrictions (a maximum of 20 or 10% of total number of accepted papers for the division, whichever is larger). American Chemical Society 5

6 Preliminary Program The preliminary program shows the symposia titles and their scheduled days. Your finalized preliminary program will require the following session information to be entered in to PACS: –Session Date –Session Time –Session Half-Day (AM/PM/EVE) –Session Type (Oral/Poster/Sci-Mix) –Estimated Attendance –Session Track (Room Assignments) –Session Duration (Poster Sessions) Your sessions must be arranged in compliance with Even Programming Rules. Once your preliminary program is submitted you will not be able to add more sessions to your program American Chemical Society 6

7 Final Program Identify any abstracts assigned to sessions of a type that conflict with author’s preferred presentation format Note all cosponsors Resolve any presenter conflicts Remove duplicate abstract submissions Optional: Submit Grey box information American Chemical Society 7

8 Other Responsibilities Arranges for non-technical events such as coffee breaks, social receptions associated with award presentations or poster sessions, and committee rooms. –Any member of the division executive committee has the authority to make non-technical event requests. In most divisions, the program chair makes the arrangements associated with the technical program, and the division chair makes the committee room requests associated with governance functions. –Symposium organizers must always ask the acting program chair to make event requests pertaining to the technical sessions. American Chemical Society 8

9 Division Sponsored Registration Registers sponsored speakers—if the division wishes to pay for the speaker’s registration fees. –At the time registration opens, the ACS PACS Program Administrator sends the current program chairs and treasurers password access to the Division Sponsored Registration site. –Using the password they can register non-member sponsored speakers at a special one-day registration rate or member/non-member sponsored speakers at the prevailing member/non-member registration rate. –Symposium organizers must always ask the program chair to make these special registrations. –The division treasurer is also sent the password and may register the invited speakers instead of the program chair. American Chemical Society 9

10 Half-day Session Attendance Your division rely on the information gathered from the session attendance reports for your session The session attendance information from the report is used in calculating the annual division allocation It is the responsibility of the moderator/presider to make sure the form (provided in each session room) is filled in accurately and turned in Staff will enter session attendance information collected at the meeting into PACS Program Chairs may enter missing information into PACS for a period of time after the meeting American Chemical Society 10

11 American Chemical Society 11 QUESTIONS?

12 American Chemical Society 12 Top Action Items for a Successful Program at a National Meeting 1.Know and Adhere to Deadlines 2.Take Advantage of PACS Training for Program Chairs 3.Build a Team 4.Understand Your Finances 5.What to Do Onsite 6. What to Do After the Meeting

13 1. Know and Adhere to Deadlines American Chemical Society 13 *Preliminary dates. Subject to change according to C&EN deadlines Indianapolis 2013 National Meeting Timeline Call for Papers from Program Chairs due to ACS12/10/2012 Call for Papers Published in C&EN1/21/2013 PACS Opens for Author Abstract Submission1/21/2013 PACS Closes to Authors (Recommended)3/18/2013 PACS Closes to Symposium Organizers (Recommended)4/1/2013 Preliminary Program from Program Chairs due to ACS4/22/2013 Room Requests4/19/2013 Final Program from Program Chairs due to ACS (PACS Closes to Program Chairs)5/6/2013 *Preliminary Program Publishes in C&EN6/24/2013 *Final Program publishes in C&EN7/29/2013 Indianapolis Meeting Begins9/8/2013 Activity__Date

14 2. PACS Training  To be successful and eliminate many hours of “volunteer service”:  Make note of any Program Chair/Symposium Organizer PACS trainings  Encourage symposium organizers to attend webinars and make use of user guides and posted webinars  Don’t wait until the last minute to work on your program  Make use of staff American Chemical Society 14

15 3. Build a Team  Identify symposia/session organizers  Educate them on the quantity of work required  Be honest, tell them what they have volunteered to do American Chemical Society 15

16 4. Understand Your Finances American Chemical Society 16  Communicate financial resources and limitations to symposium organizers  Provide clear and accurate reimbursement policy to symposium organizers for funding available to presenters, including: –Airfare, Registration, Hotel, None  Provide written documentation to invited speakers defining financial considerations available to them  Define reimbursement procedure – “When, Where and How do I get my money.”  Find Money to enhance your program: –Thematic programming grants –Division grants –Look for sponsorships

17 5. What to Do On-Site  Check in with the ACS Operation’s office team.  Review your events with the ACS Operation’s office team.  Walk your rooms.  Remind presiders to complete Half-day Session Report.  Maintain on-going communication with symposium organizers and presiders (touch base with them several times).  Confirm submission of Half-day Session Report on a daily basis. American Chemical Society 17

18 American Chemical Society After the Meeting  Confirm that Half-day Session Report reports have been entered into PACS  Session reports factor into division allocations  Missing reports reduce division allocations

19 American Chemical Society 19 QUESTIONS?

20 American Chemical Society Even Programming for ACS National Meetings Program Chairs Leadership Training Gary Anderson

21 American Chemical Society 21 What does M&E do that affects Program Chairs? Program Chairs’ view of Meetings & Expositions (M&E)

22 American Chemical Society 22 What does M&E do that affects Program Chairs? We at M&E see ourselves differently.

23 23 American Chemical Society M&E Duties Works with ACS staff to select the sites for future national meetings Oversees the allocation of space/resources for National Meeting events including technical programming Trains and advises Program Chairs Creates policy regarding national meetings Oversees the dissemination of program information, electronically and in C&EN News Provides PACS training and advises ACS staff on future improvements

24 M&E Goals Best possible meeting Best possible technical program within resource constraints Least amount of work for Program Chairs

25 American Chemical Society 25 Even Programming Policy What is Even Programming? Why do we use this policy at ACS national meetings? How many half-day sessions are there at a typical ACS meeting?

26 Even Programming Policy Each division must spread its program out as evenly as possible over the entire week We simply do not have enough rooms available to let everyone program at the times they would prefer. We have to try to allocate the resources fairly to all divisions

27 How many half-day sessions are there at a typical ACS meeting? 2012 SAN DIEGOPHILADELPHIA DIVISIONNO. HALF-DAY SESSIONS AGFD3326 AGRO042 ANYL2128 BIOL11 BIOT540 BMGT32 CARB219 CATL1817 CELL4011 CHAL11 CHAS85 CHED5450 CINF2022 COLL7063 COMP8776 ENFL90*85 ENVR5845 FLUO70 GEOC255 HIST58 I&EC4717 INOR12179 MEDI2221 NUCL13 ORGN5256 PHYS5763 PMSE6247 POLY6346 PROF36 SCHB710 SOCED42 TOXI012 WCC31 YCC11 TOTALS

28 Rooms Needed per Half Day (Concurrent Technical Sessions) Sunday AM9779 Sunday PM10892 Monday AM10397 Monday PM Tuesday AM10492 Tuesday PM10396 Wednesday AM10286 Wednesday PM10186 Thursday AM7851 Thursday PM5121 San Diego 2012Philadelphia 2012

29 Rooms Needed per Half Day with no Even Programming (Concurrent Technical Sessions)* Sunday AM9676 Sunday PM Monday AM Monday PM Tuesday AM Tuesday PM12481 Wednesday AM6759 Wednesday PM5443 Thursday AM2815 Thursday PM58 San Diego 2012Philadelphia 2012 *This is my guess as to how the sessions would have been distributed if even programming were not enforced

30 How the policy works: Definition: Section = Room A division program of up to 9 half-day oral sessions may be scheduled Monday through Thursday plus either Sunday morning or Sunday afternoon. Additional half-day sessions up to 18 may be scheduled in a concurrent section (Section B) of up to 9 half-days during the same time period. At the option of the program chair, a 10th half-day session may be added to the first section (Section A) for any oral session between 10 and 18.

31 How the policy works: For a larger program (19 or more sessions), the 19th session must be scheduled for Sunday morning if that time period has not been used previously. The 20th session must be added in such a way as to complete two, evenly-programmed sections (A&B) each consisting of 10 half-day sessions. Additional half-day sessions must be added into a third section (Section C) until it is filled with 10 half-days Sunday morning through Thursday afternoon, before a fourth section (Section D) can be programmed on any half-day. This pattern of even programming must be continued, i.e. Section D filled by 10 half-days before a Section E can be started.

32 Summary of Even Programming Rules Number of Sessions Scheduling Guidelines 8 or LESSOne section any half-days, Sunday morning through Thursday afternoon 9One section starting either Sunday morning or Sunday afternoon (i.e. Sunday must be used) 10 One section (A) may be filled to ten (10) half-day sessions, Sunday morning through Thursday afternoon; or a second section (B) may be started on any half-day Two sections (A&B) starting either Sunday morning or Sunday afternoon (However, if section A has ten (10) half days, Sunday does not have to be used for section B until the 19th half- day) 19 This half-day session must be scheduled for Sunday morning if Sunday morning has not been used previously 20 This half day session must be scheduled to fill two sections (A&B) of ten (10) half-days Sunday morning through Thursday afternoon for an even program before 3rd section (C) can be added on any half-day. MORE than 20 The ten (10) half-days even program schedule, Sunday morning through Thursday afternoon must continue for each additional section beyond two (i.e. section C, then section D, etc.)

33 Red Division Oral ½-Day OK Section SundayMondayTuesdayWednesdayThursday AMPMAMPMAMPMAMPMAMPM 1 st AAAAAAAAA 2 nd BBBBBBBBB Satisfies even programming rules

34 Green Division Oral ½-Day OK Section SundayMondayTuesdayWednesdayThursday AMPMAMPMAMPMAMPMAMPM 1stAAAAAAAAAA 2nd BBBBBBBB Satisfies even programming rules

35 Purple Division Oral ½-Day X Section SundayMondayTuesdayWednesdayThursday AMPMAMPMAMPMAMPMAMPM 1st AAAAAAA 2nd BBBBBBB Does not satisfy even programming rules because there are no sessions scheduled on Thursday

36 Yellow Division Oral 1/2-Day X Section SundayMondayTuesdayWednesdayThursday AMPMAMPMAMPMAMPMAMPM 1stAAAAAAAAAA 2nd BBBBBBB 3rd CC Does not satisfy even programming rules because there are no sessions scheduled on Thursday

37 Orange Division Oral 1/2-Day X Section SundayMondayTuesdayWednesdayThursday AMPMAMPMAMPMAMPMAMPM 1stAAAAAAAAA 2nd BBBBBB 3rd CC Does not satisfy even programming rules because there are no sessions scheduled on Tuesday PM

38 National Award Exception A single instance of uneven programming on one half-day from Sunday through Thursday will be permitted for the purpose of enhancing the quality of symposia honoring national ACS award recipients The greater-than-peak scheduling must NOT occur on Monday or Tuesday

39 Are there ever any exceptions? If a division or committee can convince the M&E Technical Programming Subcommittee that a variance would result in improving the overall technical program an exception can be made How can I “cheat”? –Work with another division or a committee –Have them be the primary sponsor of one or more sessions using their even programming grid

40 Noncompliant Programs If program is not within rules, M&E will try to work with program chair to make necessary adjustments If program chair is unable or unwilling to make adjustments then M&E will make the necessary adjustments - every effort will be made to minimize the impact on the program

41 Other Programming Issues Co-location You can request that your Division’s programming be located near another Division’s or near Thematic Programming If both Divisions list the each other first you will be most likely to get your request It is unfortunately impossible to satisfy all requests

42 Other Programming Issues Cosponsorships When you agree to cosponsor a symposium with another division or committee it is important to work out the details in writing: Invitations Scheduling Co-location Acceptance of contributed papers Payment of registration fees (only division program chairs can register speakers directly)

43 American Chemical Society 43 QUESTIONS?

44 American Chemical Society 44 Top 10 Tips (from Program Chairs) for a Successful National Meeting Program 10.Don't be afraid to jettison a symposium that doesn't look like it will be successful or to (nicely) replace organizers who look like they aren't going to be successful, responsible, and engaged. 9.Be prepared for 90% of the program to come together at the last minute. 8.Limit competition for the audience when scheduling. Organize your program as a series of topic-themed tracks so the speakers of one symposium can become the audience of related symposia. 7.Document everything! Keep records, templates for s and calls for papers. This will help you and future program chairs. 6.ACS staff are there to help—use them and heed their advice. Don't be shy about asking questions.

45 American Chemical Society 45 Top 10 Tips (from Program Chairs) for a Successful National Meeting Program 5.Get familiar with PACS. 4.Get an overview of national and regional meetings 1-2 years out and talk with thematic and fellow division program chairs well in advance about opportunities to collaborate. 3.Broaden your network to make your job easier: –Develop group of organizers who don't need handholding and keep them in the loop –Always be on the lookout for active division members you can enlist 2.Broaden your network to make your program stronger: –Enlist your program committee –Use division or field mailing lists to generate ideas –Consider co-organizers to broaden your reach within the discipline 1.Set deadlines for organizers ahead of the absolute deadlines; adhere to deadlines as much as possible.

46 American Chemical Society 46 QUESTIONS?

47 MPPG & Thematic Programming 2013 & Beyond

48 What is MPPG? Mission: Provide the infrastructure that enables national meeting programming groups to develop collaborative thematic programs and to explore alternative meeting formats Composition: Representatives of all technical divisions and council committees (DAC, ComSci, M&E,CEI, IAC, YCC, WCC, CCA) impacted by national meeting technical programming

49 How can my division participate? Make sure you have a representative on MPPG. Participate actively through your rep in selecting themes, theme chairs, programming within themes. Participate actively in improving national meetings; propose ideas & experiments. Collaborate with other divisions within and outside of thematic programs.

50 Thematic Programming Fall 2013 Indianapolis Chemistry in Motion –Biofuels, Material Science, Energy Requirements for Crop Protection –Theme Organizer Prof. Robert A. Weiss, Hezzleton E. Simmons Professor, Department of Polymer Engineering, Polymer Engineering Academic Center, The University of Akron, Akron, OH , Contact info: (ph): ; (fx): ;

51 Thematic Programming Spring 2014 Dallas Chemistry of Energy/Advanced Materials for New Opportunities –Sustainable discovery, production, and use of energy; new materials for energy production and increased efficiency –Theme Co-Organizers Prof. Nitash Balsara, Professor of Chemical Engineering, University of California, Berkeley, 201 C Gilman Hall, Berkeley, CA 94720, (ph) ; Dr. Michelle Buchanan, Associate Laboratory Director, Physical Sciences Oak Ridge National Laboratory, P.O. Box 2008, Oak Ridge, TN 37831, (ph) ;

52 Thematic Programming Fall 2014 San Francisco – Chemistry and Stewardship of the World –Green chemistry, the globalization of chemistry, and the responsibilities and opportunities chemists have to serve the broader public –Theme Organizer Prof. Robin D. Rogers, Robert Ramsay Chair of Chemistry, 3006D Shelby Hall, 250 Hackberry Lane, The University of Alabama, Tuscaloosa, AL Contact info: (ph) (205) ,

53 American Chemical Society 53 QUESTIONS?

54 American Chemical Society ACS Presentations on Demand (ACSPOD)

55 American Chemical Society 55 Recording Procedures How are the sessions to be recorded identified? Constituents –ACS Coordinating Editor –Division Chair and Program Chair –Symposium organizers Considerations –Relevant to the divisions and members –Prominent symposia (Awards, cutting edge, themed) –Public interest

56 American Chemical Society 56 Recording Procedures Constraints –Presenter IP concerns Publish Patent Online Speaker Acknowledgement Form –Symposium organizers Session disruptions –Division and Program Chairs Concerns –Budget Number of papers to be recorded Presentations can be found at

57 American Chemical Society 57 QUESTIONS?

58 Visas & the ACS National Meeting ACS Committee on International Activities ACS Office of International Activities H. N. Cheng, Ph.D. Chair ACS Committee on International Activities

59 American Chemical Society 59 For visas, citizenship is the KEY U.S. Citizenship? Visa-Waiver Citizenship? Third Country National? Yes 82-90% Yes 80% Yes 10-18% No 20% No No ActionESTA Process Apply for Visa leaving extra time Apply for a Visa VISA PROCESS FOR NM ATTENDEES

60 American Chemical Society 60 U.S. Citizenship? Visa-Waiver Citizenship? Third Country National? Yes No No ActionESTA Process Apply for Visa leaving extra time Apply for a Visa VISA PROCESS FOR NM ATTENDEES Yes 82-90% Yes 80% 10-18% No 20% No For visas, citizenship is the KEY

61 American Chemical Society 61 Since January 12, 2009 all travelers to U.S. from Visa Waiver Program countries must have an ESTA Travel Authorization Application Cost: $14.00 Recommended to apply online > 72 hours before travel https://esta.cbp.dhs.gov/ ESTA PROGRAM AndorraIcelandPortugal AustraliaIrelandSan Marino AustriaItalySingapore BelgiumJapanSlovakia BruneiLatviaSlovenia Czech Republic LiechtensteinSouth Korea DenmarkLithuaniaSpain EstoniaLuxembourgSweden FinlandMaltaSwitzerland FranceMonacoTaiwan* GermanyThe Netherlands United Kingdom GreeceNew Zealand HungaryNorway * Taiwan Relations Act of 1979, Pub. L. No. 96-8, Section 4(b)(1)

62 American Chemical Society 62 U.S. Citizenship? Visa-Waiver Citizenship? Third Country National? Yes No No ActionESTA Process Apply for Visa leaving extra time Apply for a Visa VISA PROCESS FOR NM ATTENDEES Yes 82-90% Yes 80% 10-18% No 20% No For visas, citizenship is the KEY

63 American Chemical Society 63 U.S. VISA PROCESS IN BRIEF Plan Determine approximate dates of travel and type of visa (for ACS NM, generally B-1) Select closest U.S. consulate (http://www.usembassy.gov/)http://www.usembassy.gov/ Schedule Schedule interview as soon as possible (minimally 3-4 months before; longer if 3 rd country) Pay fees and complete forms (http://travel.state.gov/visa/forms/forms_1342.html)http://travel.state.gov/visa/forms/forms_1342.html Prepare Prepare for the interview by collecting materials (Passport, photo, proof-of-payment, application forms, evidence of sufficient travel funds, ACS/PACS letters, proof of ties, proof of status/affiliation) Note: specific consulates may have different requirements Interview Attend visa interview with consular officer (officers are deciders on granting visas) Be prepared to simply explain science and purpose of presentation After If delayed for more than 21 days, and contact U.S. National Academies, International Visitors Office Visit for complete informationhttp://travel.state.gov/visa/

64 American Chemical Society 64 ACS VISA NOTIFICATION FORM Pilot program ACS Meeting attendees can voluntarily inform on their intent to apply for a visa Collected information is forwarded to the U.S. Department of State three months before the meeting –“Helpful to the consular officers” –For New Orleans, was due Jan 7, 2013 Link to form placed in PACS notification letter

65 American Chemical Society 65 Approve abstracts of international participants as soon as possible Identify third country nationals and point them to online resources Encourage international participants to apply for a visa early Direct anyone experiencing a problem to ACS/NAS –ACS International Activities: –ACS International Activities –NAS IVO: WHAT CAN CHAIRS DO?

66 American Chemical Society 66 ACS Office of International Activities –http://www.acs.org/internationalhttp://www.acs.org/international National Academies - International Visitors Office –http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017http://sites.nationalacademies.org/PGA/biso/visas/PGA_ US Embassies and Consulates Worldwide –http://www.usembassy.gov/http://www.usembassy.gov/ U.S. Visa Information –http://travel.state.gov/visa/http://travel.state.gov/visa/ U.S. Electronic System for Travel Authorization –https://esta.cbp.dhs.gov/https://esta.cbp.dhs.gov/ U.S. Visa Waiver Program ACS Visa Notification Form –http://fs18.formsite.com/acs-oia/visasupporthttp://fs18.formsite.com/acs-oia/visasupport C&EN Article on the U.S. Visa System –http://cen.acs.org/articles/89/i1/Understanding-US-Visa-System.htmlhttp://cen.acs.org/articles/89/i1/Understanding-US-Visa-System.html RESOURCES

67 67 American Chemical Society ACS International Activities QUESTIONS

68 American Chemical Society 68 QUESTIONS?

69 PACS Support PACS Resource Page –User Guides –Webinars –FAQs Need Help? If you have questions about working with PACS: – –Call PACS Support: 8:30 a.m. to 5:00 p.m. EST (US only) (outside the US) American Chemical Society 69


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