Reviewing Phase

Description

Functionalities Offered During this Phase (by User Type)

• Authors: Can view their submitted papers but cannot edit any of the information they have already submitted.
• Reviewers: Reviewers enter their reviews. In addition to the reviews themselves, the system allows reviewers to provide a relative ranking of their papers. The system automatically sends the reviewer an email each time he/she submits a review to the system.
• Area Chairs: Can view the papers assigned to them and the reviewers assigned to their papers by the program chairs. In addition, area chairs can track the progress of their reviewers, and are given the ability to send email to reviewers that are getting late on their reviews. Area chairs can also view the reviews that have been entered into the system at any given time (for papers assigned to them). Area chairs can also fill out an area chair recommendation form with their accept/reject recommendation, can mark papers for discussion or recommend a paper for an award.
• Administrators: The functionalities useful during this phase are under the 'General Functions', 'Area Chair Assignent Phase', 'Reviewer Assgignment Phase' and 'Review Phase' menus. Program chairs can track the progress of area chairs and reviewers by directly viewing their workspace. Program chairs can also enter reviews and rankings for reviewers if needed.

Preparations BEFORE This Phase Begins

• The 'Load Final Reviewer to Papers Table' must be run to finalize reviewer assignments before switching to this phase.

Switching to the Review Phase

Log in as octadmin and perform the following steps:

• Execute

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

• 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_review yes
  

  to perform the switch.

Actions AFTER This Phase Begins

• Track the progress of your reviewers to make sure that they don't leave things for the last minute...
• Prod your area chairs to make sure they keep tabs on their reviewers
• Take a look at the workspace of each area chair and reviewer to make sure reviews are consistent with your expectations
• To enter a review for another reviewer, use the 'Submit Review for Reviewer' script.
• To submit the paper rankings for a reviewer, use the 'View Reviewer Workspace' script to view his/her papers, enter the ranks in the appropriate boxes, and press the 'Submit Ranking' button.

Phase Indicator

If the system correctly switched to the reviewer assignment phase, the 'Current Phase Parameters' on the Administrator menu should be equal to (closed,submit)