Guidelines and Procedures for Departments to Use the "MyReview" Conference Paper Reviewing System

• Introduction
• Guidelines on Using the "MyReview" Conference Management System
• Procedures on Using the "MyReview" Conference Management System
1. Configure Conference Parameters (by Conference Administrator)
2. Submit Papers (by Program Committee Chair and Authors)
3. Assign Papers to Reviewers (by Program Committee Chair)
4. Review Papers (by Reviewers)
5. Select Papers (by Program Committee Chair)

Introduction

Guidelines on Using the "MyReview" Conference Management System

1. Department Head designates one Conference Administrator for each conference his department organizes.
2. An email account on the HKUCC.hku.hk system will be created as the contact point of the conference organizer.
3. An account on the "MyReview" Conference Management System will be created for conference administrator.
4. If necessary,  department can also apply for an Event Manager Account on HKUEMS which allows an Event Manager to manage the announcement and attendance registration of a conference and supports fee payments by VISA and MasterCard.

Procedures on Using the "MyReview" Conference Management System

(1)    Configure Conference Parameters

Conference administrator needs to configure conference parameters first before releasing the conference site.  The parameters include:

• the program committee (Chair or reviewer);
• the list of research topics and the preferred topics of each Program Committee member;
• the list of possible status for papers (accepted, rejected, etc);
• the list of evaluation criteria;
• the list of HTML pages, messages and e-mails templates.

Steps in accessing Administrator menu:

1. Access the URL of the conference site (e.g. http://papersubmission.hku.hk/<conference management account>).
2. Click the "Admin" link.
3. Login Conference Administrator account.
4. The following "Administrative tasks" menu will be displayed.

5. Conference administrator needs to perform the following administrative tasks:
   1. Configure the system.
      • update configuration parameters including paper submission deadline, paper review deadline, number of reviewers per paper, etc.
   2. Program Committee
      • enter, remove and consult the list of Program Committee members.  The Program Committee members include Program Committee Chair and Reviewers.
   3. Research topics
      • enter, remove and consult the list of research topics.
   4. Criteria
      • enter, remove and consult the list of evaluation criteria which is required from reviewers to evaluate a paper.
   5. Paper questions
      • define questions which must be asked when an author submits a paper.
   6. Review questions
      • define questions which must be asked when a reviewer reviews a paper.
   7. Status codes
      • enter, remove and consult the list of status codes which are used to classify papers.
      • there are two default status codes: "accept" and "reject".
   8. Close the submission phase
      • don't allow author to submit any paper.
   9. PDF Style
      •   set parameters for PDF output, e.g. font, size, colors.
   10. Templates editing
       • allow to modify HTML pages, messages and emails templates.
       • Available templates can be found at Appendix A of MyReview online document (URL: http://myreview.intellagence.eu/index.php?action=doc)

    

6. Please refer to Chapter 2, Section 2.4 of MyReview online document (URL: http://myreview.intellagence.eu/index.php?action=doc) on
   details how to configure conference parameters.

(2) Submit Papers

1. The "MyReview" Conference Management System does not provide functions to send invitations to authors to submit their paper abstracts and full papers.  Program Committee needs to invite authors using other means, such as e-mails.  However, authors can upload their paper abstracts and full papers using the "MyReview" Conference Management System.
2. Program Committee needs to inform authors the following steps to submit paper abstracts:
   1. Access the URL of the conference site (e.g. http://papersubmission.hku.hk/<conference management account>).
   2. Click the "Authors" link.
   3. Choose "Submit an abstract" link to submit a paper abstract.
3. When a paper abstract is submitted successfully, a paper id will be assigned to the submitted abstract and an email containing the paper id and a password will be sent to author for him to upload paper. The email also instructs author how to submit full paper.   
    

(3) Assign Papers to Reviewers

Program Committee Chair is responsible for assigning papers to reviewers. 

Steps in accessing "Submission phase" menu:

1. Access the URL of the conference site (e.g. http://papersubmission.hku.hk/<conference management account>).
2. Click the "Admin" link.
3. Login Program Committee Chair account.
4. The following "Submission phase" menu will be displayed.

5. Program Committee Chair can perform following functions during paper submission phase:
   1. SQL queries.
      • enter and execute an SQL query.
   2. List of submitted papers
      • allow to consult the list of submitted papers and perform actions such as assignment of reviewers to a paper, check whether the paper is downloaded by reviewers, etc.
   3. List of authors
      • allow to consult the list of authors, along with the papers they submitted.
   4. Compute preferences and conflicts
      • try to determine whether there is a conflict or whether a paper matches a reviewer's expertise.
   5.  Send a mail asking for reviewers' preferences
      • send e-mails to reviewers asking their preferences on the submitted papers.
   6. Compute the automatic assignment of papers
      • let MyReview propose how to assign papers to reviewers.
   7. Manual assignment - check and modify
      • manually assign papers to reviewers.

       

6. Program Committee Chair can send e-mails to reviewers using MyReview's e-mail utility:
   1. ask reviewers' preferences on research topics.
   2. collect reviewers' preferences on submitted papers.
   3. ask reviewers to start review process.

   

    

7. Please refer to Chapter 5 of MyReview online document (URL: http://myreview.intellagence.eu/index.php?action=doc) on
   details how to assign papers to reviewers.

(4) Review Papers

After Conference Administrator added a person as a reviewer (see (1)), an id and password will be sent to him by e-mail.  Reviewers can download papers, submit review or update reviews through the following steps:

1. Access the URL of the conference site (e.g. http://papersubmission.hku.hk/<conference management account>).
2. Click the "Reviewers" link.
3. Login his Program Committee Reviewer account.
    

(5) Select Papers

Program Committee Chair is responsible for selecting papers for the conference and informs authors the paper selection results.

Steps in accessing "Selection phase" menu:

1. Access the URL of the conference site (e.g. http://papersubmission.hku.hk/<conference management account>).
2. Click the "Admin" link.
3. Login Program Committee Chair account.
4. The following "Selection phase" menu will be displayed.

5. Program Committee Chair can perform following functions during paper selection phase:
   1. Status of papers
      • display a list submitted papers with their review results.
      • mark papers as "accepted" or "rejected".
   2. List of papers with status "Reject"
      • display a list of "rejected" papers.
   3. List of papers with status "Accept"
      • display a list of "accepted" papers.
   4. Close the selection phase
      • close the paper selection phase.

       

6. Program Committee Chair can inform authors the paper selection results using MyReview's e-mail utility.

   

    

7. Please refer to Chapter 6 of MyReview online document (URL: http://myreview.intellagence.eu/index.php?action=doc) on
   details how to select papers and notify authors.