NO SHOW PROCEDURES for ComSoc Portfolio Events

  1. ComSoc NO SHOW Policy shall be clearly stated in the following:
    • Calls for Papers, web sites, communications with the authors
    • Suggested language:   PLEASE NOTE:  To be published in the IEEE [name of event] Conference Proceedings and IEEE Xplore®, an author of an accepted paper is required to register for the conference at the full (member or non-member) rate and the paper must be presented at the conference.  Non-refundable registration fees must be paid prior to uploading the final IEEE formatted, publication-ready version of the paper.  For authors with multiple accepted papers, one full registration is valid for up to 3 papers.  Accepted and presented papers will be published in the IEEE [name of event] Conference Proceedings and in IEEE Xplore®.  
  2. ComSoc Staff prepares the Session Chair Report forms and Presenter Sign-in sheets to be given to the person responsible for the Room Monitors (e.g., Technical Program Chair, Local Arrangements Chair, Conference Project Manager, etc.) for distribution at the conference.
  3. Symposia Chairs communicate with their Session Chairs about the importance of the Session Chair Report (a copy of the form should be provided) and how they are to use/complete it.  Room Monitors will have the forms available in each session room.  If, for some reason, the forms are not available, it is the Session Chair's responsibility to contact an Organizing Committee member prior to the start of the session. 
  4. During the conference:
    • Session Chairs
      • Obtain Session Chair Report forms from Room Monitor.  If, for some reason, the forms are not available, it is the Session Chair's responsibility to contact an Organizing Committee member prior to the start of the session. 
      • Inform Presenters they are to sign the Presenter Sign-in sheet in their session room
      • Inform Presenters of the Session Chair Report and what it entails (keeps the process transparent)
      • Complete the Session Chair Report for each of their sessions providing complete information regarding papers or posters not presented (No Shows)
      • Provide the completed Session Chair Report to the Room Monitor. 
    • Room Monitor delivers the completed Session Chair Reports to (person determined by Organizing Committee) immediately following the session.
  5. At the end of the conference, all completed Session Chair Reports and Presenter Sign-in sheets should be combined into one bundle and provided to the Technical Program Chair.
  6. Initial No Show List Creation
    • The Session Chair Reports and Presenter Sign-in sheets will be reviewed by the Technical Program Chair.
    • Based on the Presenter Sign-in sheets and the Session Chair Reports, the Initial No Show List will be prepared by the Technical Program Chair.
  7. Verification of Initial No Show List
    • With the possible assistance of the Publications Chair, email messages are sent to all authors of each  "no show" paper with the following information:
      • Your paper has been listed as not being presented at the conference.
      • Only presented papers will be published in IEEE Xplore®.
      • Please respond within two weeks of the date of this email message to challenge the "not presented" status if you believe an error has been made.
      • Email message will be signed by VP-Conferences and Technical Program Chair
      • If EDAS is the paper processing system being used, the functionality exists for sending these email messages and providing a link for author responses.  EDAS configuration settings should reflect the appropriate "sending" and "cc" email addresses.
    • Conference Project Manager and Technical Program Chair keep a file of all e-mails sent regarding the Initial No Show List and resulting author challenges.
  8. Final No Show List Creation
    • Technical Program Chair and other organizers review the challenges. 
    • Any challenges (that a paper on the Initial No Show List was actually presented) should be resolved by the Technical Program Chair in conjunction with the Session Chair.
    • Once all challenges have been addressed and resolved, the Final No Show List will be prepared by the Technical Program Chair.
  9. Final communication (email message) with authors on the Initial No Show List should include the following information:
    • Successful challenges: 
      • Your challenge was successful in that an error occurred in our review process. 
      • As result, your paper will be published IEEE Xplore®.  We apologize for this error.
      • Email message will be signed by VP-Conferences and Technical Program Chair.
    • Final No Show List: 
      • Your paper was not presented and therefore will not be published in IEEE Xplore®.
      • Your previously-submitted IEEE Copyright form transferred ownership of this paper to IEEE.
      • If you would like to resubmit this paper to another conference, please request permission to do so by sending an email message to Bill Hagen, IEEE Intellectual Property Rights at w.hagen@ieee.org.
  10. Conference Project Manager sends the 3 identical sets of Xplore-compliant PDF files plus packing list along with the Final No Show List to Conference Publications within 30 days after the end of the conference.  Conference Publications will modify the collection of papers by removing all of the papers on the Final No Show List.  Only those papers which were presented at the conference will be published in IEEE Xplore®.
  11. Conference Project Manager sends Final No Show List and associated documentation to ComSoc Staff Headquarters for archiving. 

 

 

Issue date:  November 8, 2009
Updated:  March 16, 2010
Updated:  May 25, 2010

 

 

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