Area 12b Leadership Responsibility Assignment

Vice Chair : Call for Papers Coordinator

Overview of Responsibilities

The Call for Papers Coordinator oversees all technical programming activities sponsored and led by Area 12b. S(he) is responsible for ensuring that the technical programs are planned and delivered in a smooth and efficient manner. S(he) is a resource person which session chairs and co-chairs can draw upon throughout the programming process. Principal activities for the Call for Papers Coordinator are :

Ensure that session titles and chair/co-chair assignments for the Spring and Fall Meetings the year after next (i.e. 16 and 23 months in advance) are available in December, ready for discussion at the January retreat. Hence the Spring 2002 and Fall 2002 sessions should be discussed at the Fall 2000 meeting, and be finalized in December 2000, ready for the retreat in January 2001
Be aware of programming deadlines that are issued at the January retreat, or shortly thereafter, and note the Meeting Program Chair (MPC) for the sessions
Ensure that the session chair/co-chair contact information is correct, especially the e-mail addresses. In the event that a chair or co-chair has to withdraw, the Call for Papers Coordinator will be proactive in helping to find a replacement
Encourage the session chairs to create a Call for Papers for their session, which should be circulated at the Spring or Fall meeting 12 months earlier. Hence a hard copy of a Call for Papers for the Spring 2002 meeting should be distributed at the Spring 2001 meeting
Ensure that a complete electronic version (i.e. both title and description) of the Call for Papers is sent to the MPC approximately 9 months in advance of the meeting. This should be done before 'abstract submission via the web' begins
Obtain a 'browse' password from Fun Lee or Jeff Wood to review activity for Area 12b sessions to ensure that sufficient papers are posted before the abstract submission deadline
If 12b sessions are part of a Topical Conference, the Coordinator should coordinate with and assist the Topical Chair
Follow up with session chairs/co-chairs to ensure that they accept, organize, reject or transfer papers as appropriate in a timely manner, preferably soon after they are posted
Follow up with session chairs to ensure the paper transcripts/presentation records and Permission to Reproduce Presentation Records from their authors are received before the meeting deadline
Contact the session chairs prior to, and whenever possible, during the meeting to confirm everything is in place, answer any questions, and provide assistance where necessary