Post-Meeting Phase

Description

This phase is for finalizing decisions on all papers. The phase gives program chairs a chance to review oral/poster/reject decisions, make decisions on papers that were left on the border. It also allows area chairs to adjust their summaries, to give comments to authors based on the decisions at the meeting, to adjust the summaries of conflict papers, and to review decisions made by program chairs for papers that were left on the border.

Functionalities Offered During this Phase (by User Type)

Authors: Can view their submitted papers but cannot edit any of the paper information they have already submitted.
Reviewers: Reviewers can view their reviews but cannot edit them any longer or change their rankings.
Area Chairs: Can view the papers assigned to them, including conflict papers. Can edit their area chair summaries and their comments to authors. Can view the final decisions reached during the meeting and the status of all papers that were left on the border when the meeting was finished. Can recommend papers for awards.
Administrators: Can enter/chance decisions made by the whole group, categorizing papers into the categories 'Accept Oral', 'Oral/Poster Border', 'Accept Poster', 'Poster/Reject Border' and 'Reject'. Can access all papers and can create specialized views (e.g., orals, posters, boundary papers) that hide all author information and all conflict papers so that they can be shown to the entire group of area chairs (e.g., using a projector).

Switching to the Post-Meeting Phase

Execute

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

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_post_meeting yes
```
to perform the switch.
Most interaction of the admin with the system during this phase will be by displaying the list of papers and entering acceptance decisions made during the meeting.

Actions During the Post-Meeting Phase but BEFORE Decisions are Announced

Verify that recommendations are available for all papers.
Communicate with area chairs to decide the final disposition of papers that were left on the oral/poster or the poster/reject border.
Make sure that no papers are left on these border categories.
Ask area chairs to recommend papers for awards.

Finalizing All Decisions and Announcing the Results

Use the viewing scripts under the 'Post Meeting Phase' to create text files that list all oral, poster, and rejected papers. Each of these files is a list of paper IDs, one per line:
- Orals: The IDs of oral papers go in file /scratch/oct/aolserver/servers/oct/pages/admin/config/oral.txt.
- Posters: The IDs of poster papers go in file /scratch/oct/aolserver/servers/oct/pages/admin/config/poster.txt.
- Rejected: The IDs of oral papers go in file /scratch/oct/aolserver/servers/oct/pages/admin/config/reject.txt.

Execute

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

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_results yes
```
to perform the switch.
Run the 'Update Acceptance' script.
Send email to all authors, announcing that the results can be viewed on the website.
Authors will now have access to the non-confidential portion of the reviews and the decision on their papers.

Example File Containing the List of Orals/Posters/Rejects

1 2 3 4

Phase Indicator

The 'Current Phase Parameters' on the Administrator menu remain unchanged, i.e., they should be equal to (closed,submit), while in the post-meeting phase. Once the above actions are performed to announce decisions, the 'Current Phase Parameters' becomes equal to (results,submit),

To verify that the phase has switched to the post-meeting phase, go to the 'Chairs' workspace, refresh the browser page, and check that the workspace does NOT allow an area chair to view the workspace of other area chairs.

To verify that the results are announced, go to the 'My Papers' workspace of an author and check that the reviews of his/her paper, along with the decision, are available.