User Guide - Manage Sessions

User Guide > Organisers > Manage Sessions
  • helpHow to vote for a proposal?

    • Select Submission Dashboard from the Admin menu

    • On the Votes tab, you can get proposal details, likes, status, etc details.
    • A member of conference chair can also cast a vote, by selecting any of the options provided by the drop down from Your Vote column.
  • helpHow to accept or reject a proposal?

    • As a conference program chair, you can accept or reject a proposal, irrespective of review-committee's decisions.
    • Select Submission Dashboard from the Admin menu
    • Find the proposal under the Decisions tab. Then update the status of the proposal by selecting an option from the drop down in Status column.
  • helpHow is review score calculated under the Submission Dashboard > Finalise View?

    • When the program chair is ready to do the final accept or rejects on the proposal, they typically display all the rows first by pushing the 'Vote-Finalize' toggle switch on the top right to 'Finalize' and sort the submissions based on Review Score. This allows them to see all submissions with similar program committee votes together.
    • The review score is a weighted average of the total number of the different vote types like accept, reject, may-be etc votes. A low score means most program committee members want to reject the proposal. Note that low and high scores will be relative to every conference depending on the points allotted to each of the vote types.
    • High score means accept, low score means reject.
    • To calculate the weighted average, we uses the total number of program committee members. Hence the review score will be more accurate if all the program committee members vote on all the submissions. However if only few members are planning to vote on a given topic/theme, then it might be a good idea to assign the committee members to the respective topics/themes. Then the average will be calculated based on only those members + members who have "All" as their theme (like program chair). Read the How to assign a Program Committee member to a specific topic/theme? user-guide.
    • The weighted score is then multiplied by a normalizing factor so that the score number is in an easily readable range.
    • Committee members may also sometimes be required to specify their confidence level on the proposal topic when they vote.This is managed through the 'While voting, ask Reviewers to select their Level of Expertise on the Subject Area of the Submission' checkbox on the Manage Committee Votes page. If the confidence level is visible, then the confidence level will also be included in review score calculation. The confidence level will be specified on a scale of none-low-medium-high-expert and there will be a weight associated with each level which will be multiplied to the score of the selected vote type (accept, reject etc).
    • So roughly speaking the score associated with a committee vote will be calculated as:
      Score = ((Vote type score) * (Expertise Level, if specified) * (Normalizing Factor)) / Committee Member Count
    • Following table explains how the review score is calculated.
      Lets assume:
      Vote type scores as: Accept = 100 points, Maybe = 50 points, Reject = 0 points
      Normalizing Factor = 10
      Expertise Level Weights : None=1, Low=2, Medium=3, High=4, Experts=5
      # Member Count Accept Votes Maybe Votes Reject Votes Review Score Explanation
      1 5 5 0 0 1000 All Members Voted Accept with Expertise Level not specified
      2 5 0 5 0 500 All Members Voted Maybe with Expertise Level not specified
      5 0 0 0 5 0 All Members Voted Reject with Expertise Level not specified
      1 5 5 0 0 4000 All Members Voted Accept with Expertise Level = High
      1 5 0 5 0 2000 All Members Voted Maybe with Expertise Level = High
      1 5 0 3 0 600 3 Members Voted Maybe with Expertise Level = Low
  • helpWhat are the different status a proposal has?

    • A proposal can have the following status-
      • Invited - Proposals added by the Program Chair using the Add Invited Submission option.
      • Invited Draft - Draft proposals added by the Program Chair using the Add Invited Submission option.
      • Draft - Proposals added by potential speakers that are not public.
      • Final Accepted - Proposal that are accepted by the Program Committee.
      • Final Rejected - Proposals that are rejected by the Program Committee.
      • Proposed - As soon as a proposal is added, it's in the Proposed state.
      • Accepted - Program Committee has tentatively accepted the proposal.
      • Rejected - Program Committee has tentatively rejected the proposal.
      • Maybe - When the Program Committee is unsure about accepting the proposal, they might mark it as MayBe status.
  • helpWhat happens when a proposal is final accepted?

    • When a proposal is final accepted -
      1. An email is sent to the speaker asking for their confirmation for presenting at the conference.
      2. The system tweets about the Proposal being accecpted at the conference.
      3. The proposal is visible under the schedule creator and can be added to the schedule.
      4. Speaker tasks are created for the speaker.
      5. The final accepted proposal gets 200 points added.
      6. Speaker and co speakers gets 100 points added to their personal conference score.
  • helpWhat happens when a proposal is final rejected?

    • When a proposal is final rejected -
      1. An email is sent to the speaker about the decision.
      2. Speaker tasks are removed if they were created for them earlier.
      3. The final rejected proposal is deducted with 200 points if it's moved from being final accepted.
  • helpCommon table functionalities in Admin's Submission Dashboard page.

    • Under all the sections of Submission Dashboard page, you can view the details of speakers, submissions, the decisions by clicking on the appropriate tabs.
    • You can change the number of rows per page in all the sections, by clicking on ROWS arrow_drop_down drop down present at the left bottom of the table.
    • You can choose the columns you want to checkout by clicking on COLUMNS arrow_drop_down drop down present by the end of table.
    • To export all the proposals, hover on settings present at the bottom of the table with page index. Click on Export all rows option to download proposals as CSV.
    • To export selected proposals, hover on settings present at the bottom of the table with page index. Click on Export checked rows option to download the selected proposals as CSV.
  • helpHow to export all/accepted proposals?

    • Select Submission Dashboard from the Admin menu
    • Click on the Decisions tab.
    • To export only accepted proposals, make sure to check Only Accepted Proposals check box
      else let it be unchecked.
    • Click on Export Proposals to CSV to request for the Proposal CSV.
    • After generating the Proposal CSV, you can download it by clicking file_download Download
  • helpHow to check the sessions rating?

    • Select Session Feedback from the Admin menu
    • Sorting can be toggled by clicking Ratingarrow_upward
  • helpHow to filter sessions at session rating page?

    • The sessions are sorted based on ascending score by default.
    • The sessions can be filtered based on their average rating, presenter, and session title.
    • To filter based on
      - average rating, type Star
      - presenter, type presenter name
      - session title, type session title
      in the search box.
    • This will show the available filtering options, selecting them would filter the tasks.
  • helpHow to collect feedback?

    To collect session feedback:
    • Open Schedule under PROGRAM option present on the left menu of the conference page.
    • This will open the schedule.
    • Click on the session to expand the session card. Click on star_half Rating to go to the Session Rating Dashboard
    • To view session feedback page click on Collect Feedbackrecord_voice_over
    • Take session feedback by clicking on the
  • helpHow to track session attendees?

    To keep a track of session attendees:
    • Open Schedule under PROGRAM option present on the left menu of the conference page.
    • This will open the schedule.
    • Click on the session to expand the session card. Click on star_half Rating to go to the Session Rating Dashboard
    • You can either enter the count at the counter input or add count by clicking the counter button.
    • Click on save Save to save the count.