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Software Applications

EPSRA - Electronic Paper Submission & Review Application  

Electronic Paper Submission and Review Application (EPSRA) is a user friendly system used in conjunction with technical meetings and conferences. EPSRA virtually takes over administrative issues associated with submissions, reviews, program planning, author notifications, final submission and preparations of meetings handouts and proceedings.

The whole "user friendly" process is conducted on line. It is based on an application populating, manipulating and running a relational database with controlled access to the data.

The following are general details, which are adaptable to different meetings.

1. Web Site Preparation

  • Post technical requirements, submission and review schedule, and related information for Call for Papers on the internet (in Web site)
  • Prepare password-protected interfaces for authors to submit and edit personal data and summaries.
  • Provide different levels of access authorizations to authors, reviewers, administrators, chairs etc.,

2. Summary Submission Process

  • First time login requires that the submitter/author choose a user id and password. He/she then completes a personal profile form that contains all contact information. The submitter can update the personal profile, at any time between submission date to the date when final mailing list for proceeding shipment is compiled.
  • Submitters prepare a "paper" profile for each submitted paper. It includes title, list of authors, and a choice of session from a drop down menu . Upon completion of the paper profile the submitter is prompted to browse and search for the file on his computer and submit (upload) to the database.
  • The author and administrator (designated by meeting chair) receive an e-mail confirmation "alert" that a summary has been entered with pertinent information.
  • Until the review process begins the authors can return to the web site, resubmit the entry, move it to another sessions, change the title etc. The submitter will always have a view of the list of his/her submitted entries that include hyper text links (dynamically created upon submission) to the actual submissions (papers).
  • Organizers who are authorized to view the data can have an instant feedback as to the number of submitted entries, their distribution in the sessions, as well as links to all of the papers.

3. Review Process

  • General submission is disabled. (Exceptions - at TCP's discretion)
  • Reviewers and chairs identified by TCP are provided with access to submissions and associated "voting" forms. Meeting chair or TCP determine what reviewers may have access to. (all versus specific session, permission to see other votes, etc). Those decisions are programmed into EPSRA that controls the access to different features and data files and fields.
  • Organizers who are authorized to view the data can have an instant feedback as to the progress of the review and who reviewed entries.

4. Paper Auction and Sessions Validation.

  • A WYSIWYG process that includes fields for time and rooms assignments allows for an immediate feedback for sessions planning with "Alert Flags" if an author is scheduled for presentation in two concurrent sessions.

5. Author and Chair Notification (TPC)

  • A mechanism is available to provide bulk e-mail specific to each of the groups issued Accept, Reject, and Revise. The program will also output lists of authors in all categories who did not supply e-mail address to allow conventional mail notification. Authors, now, can review the comments by entering their submission profile(s).

6. Final Manuscript Submission

  • Similar interface (as for initial entry) is provided for final submission with the following exception - authors can not change the sessions for their entries.7. Meeting handout and final proceedings

7. Meeting's Handouts and Proceedings

  • EPSRA is designed to generate the final program and create different formats for meeting handout and final conference proceedings.
  • Website is automatically updated to show program. Public view is enabled once all of the final manuscripts are submitted
  • Conference planners may choose a full searchable display of all papers, or they may limit online public view of abstracts only.
  • Proceedings are published on CD. They are fully searchable and navigational.
Notes:
  1. Summary Submissions can be done in any format that the committee approves. Spectrum 2000 committee encouraged submittal of PDF, MSWord, and WordPerfect files.
  2. A submitter is not limited to one submission. One personal profile can accommodate several "paper" submissions. Each submission profile can have different co-authors and other information.
  3. GC and/or TPC will decide the number of groups. Some divisions assign four categories (accept, accept with revisions, reject unless modified, and reject), - reject unless revised and accept with revisions are sent different form letters.
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