AC Invite Letter

Personal.ACInviteLetter History

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Subcommittee Chairs: You can modify and personalize this letter below for your AC initiations. For consistency, please keep the primary information intact.
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'''Subject: CHI 09 Associate Chair Invitation (1 action items)'''

''Note: choose paragraph 1 or 2 below''

'''Paragraph 1.'''
In my role as Sub-Committee Chair for the ACM CHI 2009, I would like to invite you to serve as an '''Associate Chair for Papers/Notes'''.

'''Paragraph 2.'''
In my role as Sub-Committee Chair for the ACM CHI 2009, I would like to invite you to serve as a '''Reserve Associate Chair for Papers/Notes'''. As described below, CHI 2009 is moving towards a sub-committee model, where a modest group of ACs (from ~6-14) will handle a set of papers that focuses on a subset of topics in human-computer interaction. Until the actual submission date (September 19), I will not know how many papers will be handled by the sub-committee. To manage this uncertainty, Reserve ACs are those who are available to act as an AC and are willing to be called up to serve shortly after September 19 if the need arises. The chances of being called up are fairly high.

You would serve on the '''XXXXX''' sub-committee, which I am chairing. This sub-committee is responsible for the following keyword areas within CHI: ''(extract text from [[http://www.chi2009.org/Authors/CallForPapers/Subcommittees.html]] )''

'''[ACTION ITEM]'''
-> We'd appreciate it if you could respond back to me on whether you are willing to serve as an AC. Please ensure that you have no conflicts you can see in the schedule, and that you can attend the AC meeting.

Additional important details are given below by the Papers/Notes co-chairs Scott Hudson and Saul Greenberg

'''XXX YOUR NAME HERE XXXXXXXXX'''

This year, CHI has altered the way it handles papers and the way the Program Committee is constructed. See [[http://www.chi2009.org/Authors/CallForPapers/PapersNotes.html]] for details. To summarize,
* both papers and notes are handled by the Program Committee
* instead of one large Program Committee, CHI 2009 will use subcommittees, each led by a Sub-Committee Chair (SC), that focuses on a subset of topics in human-computer interaction (sub-committees are listed at the end of the note and detailed on [[http://www.chi2009.org/Authors/CallForPapers/Subcommittees.html]]
* The author selects a contribution type that guides how the paper should be evaluated by reviewers and by the program committee. See [[http://www.chi2009.org/Authors/CallForPapers/SelectingAType.html]] for details.

!!Your Role as an AC
Associate Chairs (ACs) are critical to this process. As an AC, you would be responsible for:
* handling 10 +/- 2 papers as primary AC
* acting as secondary AC for papers (usually around 4-8)
* for each paper, selecting and inviting at least 3 capable reviewers (Papers are due on Sept 19)
* during the review process, ensuring that the reviewers deliver quality reviews and writing your own AC summary for authors to read
* facilitating discussions between reviewers during the rebuttal process (if needed), and gathering responses from the secondary reviewer
* as secondary AC, coming to concensus with the primary AC about particular papers
* attending the AC meeting (eve.Dec 3, all day Dec 4 + 5), where you would present an initial recommendation of your papers (preferably a concensus reached with reviewers and your secondary ACs), lead discussions about particular papers, and contribute to the evaluation of other papers

!!Other considerations of being an Associate Chair
# ACM provides hotel room and most meals for the PC meeting.
# Travel funding is available only in exceptional circumstances. Like most CHI PC meetings, the conference cannot afford to pay for your travel costs. We are hoping that you have access to a budget that will let you cover it out of other funds. If not, contact us as soon as possible.
# Each Subcommittee Chair will be able to nominate a student as a ''student volunteer'' for the conference.

If you have any questions or suggestions, as always please let us know, and thanks again for your help.

Scott and Saul

!!Detailed schedule of events for the review process
(:table border=1 cellspacing=0 :)
(:cellnr:) '''Date'''
(:cell:) '''Who'''
(:cell:) '''What'''
(:cellnr:) '''Sept 19 (Friday)'''
(:cell:) Authors
(:cell:) Papers due
(:cellnr:) '''Sept 20 (Saturday)'''
(:cell:) Subchairs
(:cell:) Call up AC reserves to form full subcommittee
(:cellnr:) ''Sept 20-23 ''
(:cell:) --
(:cell:) '' Ubicomp, Seoul South Korea)''
(:cellnr:) '''Sept 29 (Monday)'''
(:cell:) Subchairs
(:cell:) Assign papers to ACs
(:cellnr:) Sept 30 (Tuesday)
(:cell:) Subchairs
(:cell:) ACs Assign papers to reviewers and negotiate swaps
(:cellnr:) ''Oct 19-22''
(:cell:) --
(:cell:) ''ACM UIST''
(:cellnr:) '''Oct 29 (Wednesday)'''
(:cell:) Reviewers
(:cell:) Review deadline
(:cellnr:) '''Nov 3 (Monday)'''
(:cell:) Reviewers
(:cell:) Hard deadline for reviews
(:cellnr:)
(:cell:) ACs
(:cell:) Hard deadline for meta-reviews
(:cellnr:) ''' Nov 4 (Tuesday)'''
(:cell:) Chairs
(:cell:) Reviews and meta-reviews released to authors for rebuttal
(:cellnr:)
(:cell:) Subchairs
(:cell:) Assign 2ACs for "discuss" papers
(:cellnr:) ''Nov 9-12 ''
(:cell:) --
(:cell:) ''ACM CSCW''
(:cellnr:) '''Nov 10 (Monday)'''
(:cell:) Authors
(:cell:) Rebuttals Due
(:cellnr:) '''Nov 11 (Tuesday)'''
(:cell:) ACs & Reviewers
(:cell:) Open reviewer discussions as needed
(:cellnr:) Nov 26 (Monday)
(:cell:) ACs / 2AC
(:cell:) reviews due
(:cellnr:) ''Nov 27-29 ''
(:cell:) --
(:cell:) ''Thanksgiving''
(:cellnr:) '''Dec 1 (Monday)'''
(:cell:) ACs
(:cell:) Final meta-reviews and recommendation due
(:cellnr:) '''Dec 3 (evening) to Dec 5 (late afternoon)'''
(:cell:) All
(:cell:) Committee PC meeting in Boston
(:tableend:)