Reviewing management¶

If you have enabled the review module, the configuration is done in three steps:

• The first step is to configure the reviewing module (dates, reviewing grid, anonymization, etc.)

• The second step is to add reviewers (they must have an account on Sciencesconf)

• Finally, the final step is to distribute the papers to the reviewers.

Reviewing setup¶

Reviewing rules¶

First define the reviewing rules from the Reviewing > Configuration menu.

You will have the opportunity to:

• to anonymize the submissions: reviewers will not see the information about the authors of the repository,

• define the reviewing periods by type of repository (created during the configuration of the editorial management)

each type of submission (for example, Oral and Poster), you can set the start and end dates, * to make the reviewers’ evaluations accessible to depositors : depositors will have access to the details of the notes and comments of the different reviewers, * to choose the method of sending the email following the coordinator’s decision. If you choose automatic submission, an email corresponding to the ‘Accepted deposit’ or ‘Refused deposit’ email template will be sent to the depositor upon acceptance or refusal of the deposit by the coordinator or administrator. If you choose manual sending, you will need to go through the menu Mailing management > Mailing to send an email to the depositor.

Setting up the notation grid¶

The notation grid is developed to guide reviewers through a series of predefined points to examine.

You can create a single grid for all submissions or multiple grids by document type (abstract and/or fulltext) and/or submission type. A grid consists of a name and as many criteria as necessary (at least one). Each criterion has at least 2 values to choose from 0 to 10. ( see the tutorial )

To build a notation grid, go to the menu Reviewing > Notation grids, click on Add a notation grid to create a new grid or on the pencil to the right of the grid to modify it.

On the grid creation window, choose a type of grid from the dropdown list. The types are sorted from the most general to the most detailed. At least a grid must be defined for the most general type. Once the rating grid type is selected (summary grid for posting for example), you will add criteria by clicking on “Add a criteria”.

For each criteria you can define: * Criteria*: if the conference site is in several languages, the field must be entered for each language. The content of the field contains the text representing the criteria to be evaluated, * the weighting, that is, the numerical coefficient, reflecting its relative importance in the overall score of the grid. If all your criteria are of the same importance, choose the equivalent weight (for example at 1). A weighting at 0 will indicate that the criteria is not taken into account in the calculation of the final grade. * you can choose to add a “comment” field for the reviewer so that he can add his comments

on the submission regarding this criteria,

• fill in the possible values for the criteria. You can name up to 10 values (e.g. bad, average, good…).

If, however, you prefer to indicate fewer values, it is recommended that the values be distributed over all the grades and not grouped from 0 to 5. In this way, the calculation of the grade will be done on 10.

Fields marked with an asterisk are mandatory.

Click on `Save` to save the criteria and again on `Save` to save the notation grid.

An example of a notation grid:

Add reviewers¶

If the reviewer does not have a Sciencesconf account, contact the user to create an account. Otherwise, contact the conference administrator or manager. Indeed, the administrator and the manager can create accounts for third parties, but be careful, it will be up to the administrator to provide the account information to the user.

To add a reviewer, go to Reviewing > Reviewers and click on “Add a new reviewer”.

Start typing in the reviwer’s ID, or in default, lastname, firstname or email address. When the user appears on the list, select it.

Distribute papers¶

Once you have added the desired reviewer(s), you must distribute the submissions to the reviewers. There are two ways to distribute submissions to review.

Distribution by theme¶

Click the pencil to the right of your reviewer’s line. This will allow you to view all the themes associated with your submissions. The list of themes is defined by the site administrator.

Click on the themes you want to associate with this reviewer and then click Ok.

You will see the number of submissions that the reviewer will need to review.

There can be several reviewers for a theme.

Distribution of certain papers associated with a them¶

If you want to choose some papers of a theme and not all papers, click on the number of submissions to review. This information is displayed in blue.

The list of papers associated with the theme is displayed. Check the titles you want to assign to the reviewer.

There may be multiple reviewers for the same submission, there is no limit on the number of reviewers.

See also Review