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| Phase | P | Tasks | Data fields in our checking tables | Query URL |
01.05 | Author's Registration | 3 | For a given set of email addresses (or names): Check who is not registered, who is registered with a misspelled or non-university email address, who has started a submission and if the submission type (poster vs. talk) is correct. Send reminders and correct issues. Other tasks before the 01.05:
| Author, email address, submission ID (& link), submission title, if the submission abstract text field is filled, and if they actually pressed the button to submit). Reminder: We would only be interested in the new submissions (i.e. between 01.05.2024-01.07.2024). List of the Submissions (similar to the tab "Submission" in the Excel) | |
10.05 | Submission of Abstracts | 2 | +who sent the submission. | ||
15.05 | Assignation of reviewers | 1 | Create Co-create a table of who reviews who given a set of rules (e.g. 1st year students from Vienna get as a teacher reviewer Elisabeth Zimmermann + 2nd year students Elisabet Delgado Mas + although group submissions are submitted by every member, a student can't review itself or someone from its own group etc.). Check all submissions have been assigned at least 3 or more reviewers (2 random students and 1 university designated teacher), with the exception of the group submissions. Check each author has been assigned to review two other authors. | submission ID (& link), submission title, author, number_assigned_reviewers, reviewer1_name, reviewer2_name, reviewer3_name (instead of name it can be an email address or user ID that allows to trace them), reviewer4_name (4th reviewer is not always applicable, for exceptions) Note: We can count on a separate table author, times_assigned_as_reviewer, by counting how many times do they appear as reviewers in the table above. | |
21.05 | Revision of reviews | 1 | Check which reviewers have sent their reviews, to (1) send reminders to those reviewers who have not submitted them and (2) assign 4th reviewers if needed be. Revise several times. Extra: Check if teachers have submitted all their reviews. | + r1_status, r2_status, r3_status, r4_status (submitted or not), r1_details, r2_details, r3_details, r4_details (“Recommendation: Revisions Required”, ”Recommendation: Accept Submission”) R=reviewer List similar to the tab "Data_review" in the Excel) | |
24.05 | Approved & forwarded reviews | 1 | Count how many reviews have been submitted overall and how many are left. | ||
31.05 | Submission of Final Abstracts | 2 | Check all abstracts are submitted and uniformize their content, assign them to an issue. | ||
The earlier the better | Conference Preparation (Schedule, badges) | 3 | To update the schedule: Extract list of submissions by type (poster vs. talk) and authors. To make the badges: Extract list of submission | Submission link, submission title, author surname Author name & surname, affiliation |
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