Email 2

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 )


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


This year, CHI has altered the way it handles papers and the way the Program Committee is constructed. See for details. To summarize,

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

  1. ACM provides hotel room and most meals for the PC meeting.
  2. 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.
  3. 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

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