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Abstract Review Reference Guide
Version 1.0 June 2007
© Keynote Networks Ltd., 3-415 Dunedin Street, Victoria, BC V8T 5G8 www.confmanager.com
Abstract Review Reference Guide
Table of Contents
Abstract Review–Overview ............................................................................................................. 3 Step 1—Create Reviewer Role........................................................................................................ 4 Step 2—Add Reviewers ................................................................................................................... 7 Step 2a—Add Reviewers—Manage Users ...................................................................................... 8 Step 2b—Add Reviewers—Import Reviewers ............................................................................... 10 Step 3—Define Reviewer Screen................................................................................................... 12 Step 4—Assign Reviewers............................................................................................................. 14 Step 5—Reviewer Login................................................................................................................ 17 Step 6—Track Reviewers .............................................................................................................. 20
Abstract Review–Reference Guide V1.0
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Abstract Review Reference Guide Abstract Review–Overview Use:
Page Access:
The Abstract Review tool consists of a number of steps that allow users to: •
Create a Reviewer role and set Reviewer permission;
•
Add Reviewers as Users into the Conference Manager system;
•
Define what Abstract Information Reviewers will see;
•
Create a Reviewer instructions page;
•
Assign Reviewers to Abstracts;
•
Send review instructions and log in information to Reviewers;
•
Allow Reviewers to Login and review Abstracts online.
•
View Abstract reviews
Tools>Admin With the Conference Manager Abstract System you can: •
Manage Abstracts;
•
Email Abstract Authors; and,
•
Designate Reviewers to review submitted abstracts for acceptance.
Never worry about submitted Abstracts going astray again! •
Administrators can easily and efficiently: o Create Abstract presentation and length consistency; o Assign reviewers; o Accept papers; o Communicate with authors and reviewers; o Organize sessions; and, o Publish Conference proceedings.
•
Reviewers can: o Have all of their assigned Abstracts online and accessible from anywhere; and, o Add comments and a numerical score to papers.
•
Lead Reviewers can: o View Reviewers comments/scores; and, o Accept/Reject Abstracts.
•
Authors can: o Submit multiple papers online; o Edit their Abstracts and make changes to their online submission until the submission date passes, or the Conference Administrator removes access to the submitted abstracts;
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Abstract Review Reference Guide Step 1—Create Reviewer Role Use:
Create a Reviewer role and set Reviewer permissions. •
Setting the permissions for the Reviewer role determines what the Reviewer will be able to see and do in the Conference Manager system.
Page Access:
Tools>Admin>Roles
How To:
To create a Reviewer role: •
Click on New Role.
•
The default Name: unused will display.
•
Click the
•
Type Reviewer in the New name for unused role field.
•
Click the Save button.
Abstract Review–Reference Guide V1.0
button.
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Abstract Review Reference Guide The name for this role must be Reviewer and it must start with a capital letter "R." •
Enter exactly as shown in the above screen capture.
•
To Delete a Role, select the role by clicking on it in the Manage Role screen o (See Step 1.)
•
Click the
•
Note: A role cannot be deleted if there are users assigned to that role in the community
button.
The Abstract Review tool must now be added to the new role. •
button to set Reviewer permission.
Click the
The Permission List screen displays. •
Select the checkbox beside Abstract Review (tid=61).
•
Click the
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button.
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Abstract Review Reference Guide
You may only select one permission and it must be Abstract Review (tid=61).
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Abstract Review Reference Guide Step 2—Add Reviewers Use:
There are two methods to add Reviewers into the Conference Manager Abstract system.
Method 1:
Tools>Admin>Manage Users •
If you have no Reviewer data set up yet (e.g., you are starting from scratch) use the Manage Users tool. o See Add Reviewers–Manage Users for detailed information and instructions.
Method 2 should only be used if you have more than 20 Reviewers.
Method 2:
Tools>Admin>Import Reviewers •
If you already have an existing list of Reviewers and data information on a spreadsheet use the Import Reviewers tool. o See Add Reviewers–Import Reviewers for detailed information and instructions.
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Abstract Review Reference Guide Step 2a—Add Reviewers—Manage Users Use:
Use the Manage Users tool if you have less than 20 Reviewers to set up.
Page Access:
Tools>Admin>Manage Users
How To:
Click on the Create Accounts hyperlink.
•
Select the number of Reviewers you wish to create from the drop-down number list.
•
Select Reviewer from the drop-down role list.
The drop-down role list will display Roles that exist in your community list. •
Note: You must have created the Reviewer role prior to creating your Reviewers.
•
Public and Administrator are default Roles for all communities.
•
Select a language.
•
Select the Enter Manually option to generate Passwords. o This option allows you to select passwords for your Reviewers that are easy to remember. o The system will auto-generate random passwords that can be difficult to remember.
To complete the screen: •
Select the Manual Entry radio button if you wish to enter each person's details separately. o Email must be entered manually as the email address becomes the User's Login.
•
To set up User Accounts quickly, select Auto-assign for all fields (except email.) o Then manually enter First Name, Last Name, Email and Password.
•
Select the Auto-assign radio button and enter details in the data fields if you wish to use the same entry for every user.
To advance to the next screen click the
button.
Enter the Reviewer information into the data fields. •
First Name, Last Name and Email are mandatory fields.
•
If you selected the Enter Manually option to generate Passwords on the previous
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Abstract Review Reference Guide screen, complete the Password field. o The system will prompt you to enter a password if this option was chosen and you forget to enter a password.
Click the •
button.
New User(s) Created Successfully message screen will appear.
Return to the Manage User screen or Create More Users by clicking on the button or the Additional Help:
button.
Below is a mock up example of the Manage Users—Create Multiple User Accounts screen.
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Abstract Review Reference Guide Step 2b—Add Reviewers—Import Reviewers Use:
Use this tool to import Reviewer information and data from an existing spreadsheet. •
Provides an Excel spreadsheet data template to import your Reviewer information.
If you choose to use the data import template, you must follow the format of the template exactly. Do not change the column titles or the order of the columns! Page Access: How To:
Tools>Admin>Import Reviewers •
Download the data import template by clicking the word template.
•
Save the template to your hard drive.
•
Cut and paste information from an existing spreadsheet or manually enter data into the template columns.
•
The following three column fields are mandatory and must contain data: o Email; o First Name; and, o Last Name.
•
You do not need to provide data for the remaining columns. o However, the system will automatically assign random Usernames and Passwords to Reviewers if left blank.
The system will match Reviewers to Abstracts based on keywords entered on the Abstract Set Up—Keywords screen. •
Keywords entered in the data import template must be an exact match to the keywords entered on the Abstract Set Up—Keywords screen.
•
Use a semi-colon ( ; ) to separate multiple keywords in the data import template Keyword column.
•
Save your completed spreadsheet!
Import your completed spreadsheet. •
Choose the hard drive.
•
Click the
Abstract Review–Reference Guide V1.0
button to locate your completed spreadsheet on your
button to import your completed spreadsheet.
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Abstract Review Reference Guide Additional Help:
Below is a mock up example of the Import Reviewer screen.
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Abstract Review Reference Guide Step 3—Define Reviewer Screen Use: Page Access: How To:
Use this screen to define what the Reviewer screen will look like and the information your Reviewers will see. Tools>Admin>Edit Abstract Form button to navigate to Screen 8 of the Edit Abstract Form. Click the • Choose the Author and Abstract information Reviewers will see by selecting the corresponding radio buttons. o Select the No radio button beside Authors' names if you want the reviews to be blind (e.g., you don’t want Reviewers to know the names of the Authors.)
Enter additional information you wish Reviewers to see in the Additional Instructions field. • By default, the system asks Reviewers to: o Add Comments; and, o Assign a score of 1-5, where 1 = Poor and 5 = Excellent.
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Abstract Review Reference Guide Use HTML code to format complex or lengthy text instructions in the Additional Instructions blue text box. •
To view or download a Quick Reference Sheet (QRS) on Basic HTML Tags: click here.
It is possible to ask your Reviewers additional questions. •
Additional Help:
Contact your Account Manager to help set this up if required.
Below is a mock up example of the Reviewer screen as the Reviewer would see it. This screen is the end result of the settings as defined through Screen 8 of the Edit Abstract Form and described above.
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Abstract Review Reference Guide Step 4—Assign Reviewers Use:
Use this tool to assign Reviewers to Abstracts.
Page Access:
Tools>Admin>Abstracts
How To:
Click the Reviewer List hyperlink.
Your list of Reviewers will display.
If you do not have a Reviewer list, you must first Create a Reviewer Role and then Add Reviewers.
Reviewer names on the Reviewer List screen are hyperlinks to their corresponding Reviewer Details screen. •
Change keywords for Reviewers on their Reviewer Details screen.
•
On the Reviewer Details Screen, Abstracts are assigned to Reviewers based on Keywords
•
Click on the Reviewer List hyperlink to return to the Reviewer List screen.
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Abstract Review Reference Guide
Click the Abstract List hyperlink to display the Abstract List screen.
Click on an Abstract title to display the Abstract Details screen.
Assign Reviewers or add additional Reviewers on the Abstract Details screen. To assign individual Abstracts to a Reviewer: •
Navigate to the Abstract Details screen by clicking on the Abstract title you want to assign a Reviewer to.
•
Select the checkbox beside the Reviewer name.
•
If the Reviewer name does not appear, click on the link to navigate to other Reviewers available to be assigned to the Abstract.
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Abstract Review Reference Guide To change or remove Reviewers from an Abstract • Un-check the checkbox beside a Reviewer's name. • Additional Help:
Click the
button.
Below is a mock up example of the Abstract Details screen used to Assign Reviewers.
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Abstract Review Reference Guide Step 5—Reviewer Login Use:
Provide a link for Reviewers to access the Reviewer tool.
Reviewer Link:
http://www.confmanager.com/main.cfm?cid=XXX&tid=61 In the link, replace cid=XXX with your cid number (e.g. cid=878). •
How To:
If you do not know your cid number, ask your account manager or look at the URL of your Conference Manager website.
Provide access to the Reviewer tool link for your reviewers: 1. Create a new web page in your Content Menu (Tools>Admin>Manage Content.) •
Publish the new page to your Reviewers. o This allows your Reviewers to view the page when logged in, but hides the page from the page. 2. On the new web page, post the link for your Reviewers to access the Review tool. •
You can also post Reviewer guidelines, deadlines and any other important information you wish Reviewers to see. 3. Email the Conference Manager website URL to your Reviewers with their email, password and directions on how to access the Reviewers page. Conference Manager Website URL: http://www.confmanager.com/main.cfm?cid=XXX •
Remember to insert your cid number in place of XXX in the link!
Ensure your Reviewers know how to Login to access their Abstracts to review. •
Reviewers Login with their assigned User ID and Password.
•
Once Reviewers Login, they then access the Reviewer page created for them in the Content Menu on the left hand side of the screen.
•
From there, they click on the Reviewer Link to access the Abstract Review screen.
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Abstract Review Reference Guide The Abstract Review screen lists all the Abstracts associated with a Reviewer's User ID and Password. •
Click on an Abstract title to open it for review.
•
Review the Abstract. o If files are attached (i.e., Handout PDF; PowerPoint presentation; manuscript) click on the Download Attached File icon.
• •
Assign a score of 1-5 o Where 1 = Poor and 5 = Excellent. Add Comments.
•
Click the
•
Click on the Review List hyperlink to return to the Abstract Review screen without saving your changes.
•
Click on the Exit Review hyperlink to exit the Abstract Review tool.
•
Remember to click the
button.
button before exiting!
Lead Reviewers will be able to access the View Reviews hyperlink associated with each listed Abstract.
Lead Reviewers are able to view all other reviews and enter an Acceptance decision (e.g., Poster, Workshop, etc.) • See Track Reviewers for more information on Lead Reviewers. •
Click the
Abstract Review–Reference Guide V1.0
button to save the Acceptance decision.
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Abstract Review Reference Guide
Additional Help:
Below is a mock up example of the Reviewer screen.
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Abstract Review Reference Guide Step 6—Track Reviewers Use:
User this tool to track Reviewers’ progress.
Page Access:
Tools>Admin>Abstracts
How To:
Click on the Reviewer List hyperlink to display the list of Reviewer names.
The following information is displayed: •
Reviewer Name;
•
Number of Abstracts assigned to that Reviewer; and,
•
Number of Unscored Abstracts remaining.
Administrators can assign Lead Reviewer status to a Reviewer by selecting the corresponding checkbox beside a Reviewer's name. •
Lead Reviewers are able to view all other reviews and enter an Acceptance decision (e.g., Poster, Workshop, etc.)
•
See Reviewer Login for more information on Lead Reviewers.
Click on a Reviewer's Name to access additional Reviewer details: •
Keywords assigned to the Reviewer. o The system assigns Abstracts to Reviewers based on Keywords.
•
Assigned Categories.
•
Assigned Abstracts.
To remove a Reviewer from an assigned Abstract click on the Abstract title hyperlink.
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Abstract Review Reference Guide •
Un-check the box beside the corresponding Reviewers name you wish to remove.
•
Click the
buttons.
To access a Reviewer’s User Profile click the This Reviewers User Profile hyperlink.
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Abstract Review Reference Guide The User Profile screen allows Administrators to: •
Send a Password Reminder.
•
Change User Details.
•
Change a User Role.
•
Consolidate User Accounts.
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Abstract Review Reference Guide Additional Help:
Below is a mock up example of Reviewer Details screen.
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