During each of the stages of submissions, the TOC and reviewers are required to submit their reviews of the submissions. The communication to the submitters must be timely and easily understood with clear instructions regarding next steps.
Communication with Symposiums:
1. Complete — The symposium idea is submitted and includes enough information so the reviewers will approve or decline the topic. The initial submission only includes topics and ideas but does not include abstracts, authors, etc. The symposium submitters are committing to a 90 minute session.
2. Incomplete — The symposium idea is submitted and does not include enough information so the reviewers can review. Communications will be sent to the submitters and in order to make a decision, more information is needed.
Next Steps:
After the initial submission has been approved, the submitters have a period of time (determined by the TOC) to submit the supporting abstracts, authors and other details. After this full submission is complete, the reviewers will review the abstracts and recommend approval or decline.
Communication to the submitter will be sent regarding approval, decline or additional steps are needed before approval can be granted. The submitter is responsible to communicate with the other presenters and authors. These symposiums will be scheduled in 90 minute sessions.
Communication with Independent Abstracts:
1. Complete — The submitter of the independent abstract has submitted the appropriate materials and the reviewer has enough information to provide a recommendation. The communication will be sent to the submitter who is responsible for notifying the other presenters and authors. The presenters are required to submit headshots, bios and other details in order to be scheduled accordingly.
The reviewers will make recommendations based on the quality and the preference of the submitter if the submission should be an oral presentation or a poster presentation. The tasks that follow are required of both submissions.
2. Incomplete — The submitter has not submitted all the information necessary for the reviewer to make a recommendation. The submission will be declined but the reviewer may recommend additional submissions with an additional opportunity to review.
NOTE: There are templates and examples of the communications in the Basecamp project.
