Track Chair Review Process with Reviewer Sign-up Form

Track Chair Review Process with Reviewer Sign-up Form

If you used the Reviewer Sign-up form to collect the Reviewer Pool, follow the below steps to manage reviewer assignments.

Assign Abstract Reviewers by Reviewer Sign-up Form Filters

  1. Log in to the Track Chair Module

  2. Select the Track to view
  3. In the left menu, click Manage Reviewers
  4. A grid of the matching submissions for the selected track will appear, select at least one submission from the grid that you want to assign and click Assign Submissions button
  5. On the next screen, a filter will appear with the Reviewer Sign-up form responses, select from the filter one or more conditions to pare down the list of reviewers and click the Filter button
    NOTE: If you are applying more than one filter condition, if you want all of the conditions to be true, click 'And' for the Filter logic; otherwise 'Or' will mean just one of the filter conditions needs to be true
     
  6. From the list of pared-down reviewers, click the checkbox next to each reviewer to assign the previously selected submissions, then click the Assign Reviewers button.
  7. Repeat steps 4 to 6 until the submissions you want assigned have been distributed
  8. Next you will want to email your reviewers to inform them, in the left side menu click Download/Email
  9. Click Email button next to All Reviewers - Invitation to Review
  10. Compose and Send your email

Un-Assigning a Reviewer from a Submission

If you've made a mistake, it is easy to remove an individual reviewer assignment.  Note that unassigning them from reviewing a particular submission does not preclude them from being assigned to review another submission.
  1. Log in to the Track Chair Module
  2. Select the Track to view
    1. You will be presented with a list of all the submissions in your track.
  3. Find the submission you want to adjust
  4. Click Manage Reviewers button located in the grid for a submission
  5. Click on the Trash Icon beside the reviewer (Note: this option will not appear once a review has been completed)

Sending Batch Reminders

  1. Log in to the Track Chair Module
  2. Select the Track to view
  3. In the left menu, click Download/Email
  4. Click the Email button next to 'All Incomplete Reviewers' (or if in Paper review phase, select corresponding All Paper Reviewers)
  5. You can now edit the email, including the reply address and name, the subject and the body of the email.
  6. Click Preview Email
    1. This will send a copy to your email address so you can see how it looks.
  7. Since you want to email all incomplete reviewers, you can leave all of the names selected and then click either "Send Email Now", or select a date and then "Schedule Email".

Sending Individual Reminders

You could use the Batch Reminders method above to send individual reminders by selecting a single reviewer on the last step, however, if your organization's administrator has set up a template email, there is another quick method for sending out an individual reminder. With this method, you will not be presented with the opportunity to edit the email before it is sent, so you must make sure that the template has been set up properly by the administrator.
  1. Log in to the Track Chair Module
  2. Select the Track to view
    1. You will see the complete list of submissions with the review status on the end of each row.
  3. Click on Manage Reviewers on the applicable submission.
  4. For each reviewer that you would like to email a reminder, click on the email icon.