Conferences

CORE allows to host multiple conferences at the same time. You can manage them in the 'conferences' tab. Every conference has its own specific settings and layout. CORE uses the hostname to differentiate between conferences.

• General settings
  All the required fields will be populated by the installer. Any notifications and error reports will be send to the conference admin email.

• Google Calendar settings
  If you want to synchronize the CORE schedule with your google calendar, you have to set the fields: Google calendar event feed url, Google calendar username and Google calendar password. Make sure the google calendar is publicly available. Any changes made to the CORE schedule will also update the google calendar.

• Submit/review/feedback dates.
  Only within the specified date range will the specific option be available. The feedback option does not have a manual start date, since this is based on the date the feedback codes are send out.

• Layout settings
  If you want to change the layout of the current conference, set the custom layout option, see Theming

• Timeslots
  A timeslot consist of a start/end date, a number and a type. Type can be presentation, lunch or break. Only presentation slots are shown in the schedule. When you make a new conference, you can let CORE create an initial set of slots. This way you don't have to go through the manual process of adding slots. Enter the number of days and the start date, click 'create smart defaults' and CORE will create the slots for you.

• Locations
  You define a location by providing at least a name, abbreviation and type. The type can be 'room' or 'external'. The room option assumes that you hots your conference in one venue. Only rooms will be displayed in the schedule. External locations are mainly used for side events. The abbreviation, together with the timeslot number is used to represent a session in the schedule as follows: <room abbreviation><timeslot number> - <name of session>. If you provide a picture it will be automatically resized to 90px width/68px height. To change these values, edit application/modules/core/forms/Location.php - line 85

Submit

If submit is open (see above) users who are logged in can submit their papers. Anonymous users cannot submit papers! For normal users, the 'submission' tab links to the 'new paper' page. For an admin or reviewer, the 'submission' tab links to the submit overview page.

Submit overview from reviewer perspective

When a reviewer logs in and visits the 'submission' page they have the option to 'review' a paper, default behaviour is that the page only displays the papers they should review. Papers that have been assigned to the reviewer will show the 'review' link in red. A reviewer can review any paper they want, also the ones they were not assigned to review.

Filters

A reviewer can filter the submission list by using the filter bar at the top of the page. This also allows them download papers they should review.

Review tab

For a reviewer the review tab will display the papers they should review and the ones they already have reviewed. If you are not a reviewer nor an admin, this tab will not be displayed.

Submit overview from admin perspective

Upon successful paper submission , the conference admin gets notified by email. You can disable this notification by changing the value of application.ini/core.observer.submit to 0.

reviewers

An admin can assign reviewers to papers by clicking on 'reviewers' next to the respective paper. Select a user from the select box to link them to the paper or remove a linked user by clicking the 'x' next to their name.

email reviewers

Allows an admin to send an email to all people assigned to review a paper. The email includes links to all the papers that they need to review plus a link to download their assigned papers as a zip archive.

When the email is successfully send out the link will change in sending a reminder. This sends out a similar message as before with the difference:

• The people who already done all their reviews do not get a reminder
• It only lists the papers that still need to be reviewed.

Set status/proposed session

Click on the number/percentage to get a side by side overview of all the reviews for that particular paper. You can assign the status/proposed session here as well.

Email accepted/rejected

All papers with status set to 'yes' will be accepted papers and can be imported into CORE as presentations. Use the 'email accepted' link to notify the users whose papers have been accepted. Use the 'email rejected' to notify the users whose papers have been rejected.

Sessions

Sessions are basically presentation containers defined by a place and time. They require a title, a location and a timeslot. As soon as you created a session it will appear in the Schedule. If you set all of the Google Calendar fields in the Conference form, you can sync your sessions to Google Calendar.

Sessions

During the Programme Committee meeting these 'preliminary' sessions are decided. They used to be called 'Topics' but that does not make any sense.

• Manage sessions
• Session chairs should be able to manage their own sessions

Login

• Upon successful login, reviewers should see the submissions they should review. Same as I did for TACAR. They can be directed to 'http://omega.terena.org/core/submit/list' and filtered by submission_id.

Review

• List reviewers
• manage reviewers
• Email 'reminders' to reviewers; add a link to the submission grid to email all reviewers with the submissions they should review.
• Set reminder dates
• Generate proposed status of paper based on review scores
• Filtering of List based on status
• Sorting of columns, especially 'proposed session'
• Mass email all rejected paper submitters

Schedule

• List papers with filter for status set to 'yes'
• Manage days/timeslots/locations of event
• Assign papers to sessions
• Assign sessions to chairs
• Assign sessions to timeslots
• Order presentations
• Mass email accepted papers. Email template pulls data from timeslots/locations/papers and session data.

Speaker (so also Session chairs)

• Go to our login
• Edit personal details (photo as well)
• Upload presentation
• Chairs can edit their own session
  • Name
  • Abstract
  • Evaluation

Live

• Streams
• Feedback

After

• Mass email to different groups