The Final Paper Submission Phase

Functionalities Offered During this Phase (by User Type)

The phase is identical to the abstract submission phase, with the exception that authors are no longer given the option of adding a new paper to their workspace.

Authors: Can edit an already-created abstract and can submit information about a paper (paper weights, PDF file, supplementary material, list of authors and their institutions). The abstract submission form allows authors to assign up to for research categories to a paper, along with weights indicating their relative importance. These weights are between 0 and 1, they must sum to 1, and exactly one category must have a weight greater or equal to 0.5. All Admin menu functions that display papers 'by area' rely on this category for displaying papers.
Reviewers: If the set of reviewers and the research areas they will be reviewing have been defined by the program chairs, reviewers can click on their 'My Reviews' workspace to see those areas. Optionally, they may write a short note to the Program Chairs about the appropriateness of these areas. (To-do item Currently, there is no way for program chairs to view these comments.. so this needs to be implemented).
Area Chairs: There are likely to be no area chairs assigned when this phase is valid, although this is not a requirement. The system does not offer any functionalities to area chairs during this phase.
Administrators: The functionalities useful during this phase are under the 'General Functions' and 'Final Paper Submission Phase' menus.

Preparations BEFORE This Phase Begins

Record the highest paper ID immediately before the phase is switched. The reason is that while authors cannot retrieve the script for creating new papers, copies of the script that were locally cached in their browser can still be run, allowing users to circumvent the abstract submission deadline. While this scenario is highly unlikely and only possible if authors are aware of this security hole (it was not encountered during CVPR'03), recording the paper ID would eliminate any such problems.

Optional Steps

Prepare the following files in the /scratc/oct/aolserver/servers/oct/pages/admin/config directory:
chairs.txt
reviewers.txt

These files have the same format as the admins.txt file shown above.
Assuming that the reviewers.txt file has been created, run the script 'Load Reviewer Preferences' from the Admin menu, after following the relevant instructions, to load the preferences of each reviewer.

Switching to the Final Paper Submission Phase

Execute

cd /scratch/oct/aolserver/servers/oct/tcl ./set_phase_submitFinal

When the script is run as shown above, it will NOT actually switch OCT to that phase. Instead, it will display the steps that must be performed before the system goes into this phase.
Once you are convinced that everything is set up for switching to this phase, execute
```
./set_phase_submitFinal yes
```
to perform the switch.

Preparations AFTER This Phase Begins

Run the 'Export Paper Weights' script and use the generated file to create a preliminary assignment of area chairs to papers.

Phase Indicator

The 'Current Phase Parameters' on the Administrator menu do not change when the system moves to the final paper submission phase. To verify that the switch was performed correctly, log in as a regular user, empty your browser cache, follow the 'My Papers' link and verify that the 'Add paper' button does not appear in the workspace any longer.