Lorien Conference Management System Documentation

Note that this documentation is still incomplete!

Installation

...

Changes to be performed during installation

All changes can also be made later on, but this requires starting and stopping the system.

Necessary changes are:

hostname that should be used in URLs generated by the system, port that should be used in URLs generated by the system, email addresses and names of the conference chairs, logo file name if any, mailhost for outgoing mails,

nohup ../../src/xotclsh lorien.xotcl >> ./log 2>&1 &

Conference Management

The basic page for the conference management is the manager page. This page is access protected. Initially the id/password pair is: conf/conf. You have the following options:

Change Login Information,
Set Conference State,
Edit Submissions,
Edit Referees, and
Overviews

in the main menu. All these items will be explained in this chapter.

Change Login Information

Here, you can change the password and id of the conference chairs via a web form. Initially the id/password pair is: conf/conf. Please change them immediately.

Set Conference State

The conference state allows you to control in how far submissions are opened or closeed, and what referees can do. There are the following submission states (that can be changed at arbitrary times):

Off: At the beginning of the conference submission is closed, and can be closed after submission deadline again.
Abstracts + paper: Both abstracts and papers can be submitted.
Papers: When the abstract submission period is over, you can switch to papers only so that only the conference chair can submit new abstracts. Now only papers can be submitted.

There are the following refereeing states (that can be changed at arbitrary times):

Off: Refereeing is usually closed at the beginning. That means referees can log in to their page for testing, and a confirmation email is sent to their email address upon success.
Selection: When all abstracts are submitted, you can change to bidding mode by changing the refereeing state to "selection." Now referees can select the paper preferences on their referee page.
Refereeing: After selection you can assign papers to referees, invite them, and then the referees can review and download the papers via their referee page.

Edit Submissions

On this page you can manage the submissions. At the top of the page a link allows you to submit a new abstract for a paper, even if abstract submission for authors is closed. Below all papers are enlisted with authors, title, file name (if a file is submitted already), judgement (not judged, accepted, or rejected), status information, and a list of reviews that are ready and that are missing for this paper.

Per paper you can change the following options:

Edit: Edit the paper information.
New file: Submit a new file for the paper.
Del: Delete the paper information. You are asked to confirm the deletion.
Status: A paper has a status to quickly overview it's submission and review state. In particular:
- Printable: Can be manually set to indicate the paper can be printed out nicely.
- Reviews Sent: Judgement results are set either to accepted or rejected, and reviews are sent to the authors. The status flag is automatically set, if "send reviews to authors" option from the paper menu is selected to send a notification email.
- Consensus Review Closed: Under consensus review, the reviewers are allowed to see the reviews of other referees. Per default it is closed, and has to be opened manually by the conference chair.
- Closed For Review (i.e. all reviews are submitted) : When all reviews are submitted, the paper is automatically closed. That is, no more reviews can be submitted or changes to reviews can be made. Therefore, papers can be closed per paper in the system.
Assign referees: Assign referees either by using checkboxes or a list of space-separated referee numbers.
Comments: The conference chair can give a text field of comments. E.g. for entering a consensus review result.
Reviews overview: View the reviews for this paper submitted so far.
Send reviews to authors: After judgement of the paper, we can send the results to the authors. This option sets the "Reviews Sent" status.

Status Combinations

	Closed (automatically set, when all reviews are there)	Conflict detected (sents out an email)	Consensus Discussion Ongoing
Reviewer can modify her/his reviews	NO	NO	YES
All reviews are visible to the reviewer of the paper	YES	YES	YES
Email sent to the reviewers, indicating a confict	NO	YES	NO

Edit Referees

On this page you can manage the referees. At the top of the page a link allows you to add a new referee. Below all referees are enlisted with name, email, status information, and a list of reviews that are ready and that are missing for this paper.

Per referee you can change the following options:

Edit: Edit the referee information.
Del: Delete the referee information. You are asked to confirm the deletion.
Invite: Send an invitation email with information for referee page URL, ID, and password. Sets the invited flag.
Assign papers: Assign papers either by using checkboxes or a list of space-separated papers numbers.
Send paper email Send an email with URL to papers selected for the referee email, and ID, and password again. Sets the "papers sent" flag.
Status: A referee has a status to quickly overview the current state. In particular:
- Invited: Invitation mail is sent (is set automatically).
- Papers Sent: Paper selection mail is sent (is set automatically).
Log in as ::referee... Go directly to the referee's paper. The password has to be entered in the browser.

Overviews

Uwe Zdun

Last modified: Mon Jan 28 16:59:42 CET 2002