SMA Research Track Chair Checklist

The following outline is designed to provide a work flow guide for Track Chairs. Boldface rows are actions that are required by the Track Chair on a specific date. Please make sure to following deadlines as your input is the basis for designing the Conference Program. Other actions that do not have a absolute deadline and relevant events that do not include actions are included for information purposes.

Due Date / Activity / Tools
_____ / 1 / MAR / Solicit and secure reviewers
_____ / 15 / MAR / Confirm reviewers' participation; request complete name and affiliation for SMA Proceedings / Email #1
_____ / 1 / APR / Follow-up with reviewers re: email #1
_____ / 1 / APR / Complete information in Track Chair Report / SMA Research Track Report
15 / APR / Submission Deadline
1 / MAY / First deadline extension for submissions
30 / JUNE / Final deadline extension for submissions
_____ / 1 / JULY / Send acknowledgement of submission (note items that are in compliance with submission guidelines); solicit reviewers from authors of accepted papers if needed / Email #5 OR Email #6
_____ / 5 / JULY / Record reviews Track Chair Report / SMA Research Track Report
_____ / 10 / JULY / Deadline for authors to submit correct submission
(refer to 1 JUNE above); make decision on non-response authors
_____ / 10 / JULY / Assign reviewers to manuscript; enter into Track Chair Report / SMA Research Track Report
_____ / 15 / JULY / Send manuscripts to reviewers - deadline for completed reviews from reviewers is July 15th /
  1. Email #2
  2. Manuscript Review Form

_____ / 15 / JULY / Track Chairs review Panels (special sessions); determine deposition; enter into Track Chair Report / SMA Research Track Report
_____ / 1 / AUG / Send deadline reminder to reviewers (2 weeks until deadline) / Email #3
_____ / 8 / AUG / Send final deadline reminder to reviewers (1 week until deadline / Email #4
_____ / 15 / AUG / Reviews due
_____ / 20 / AUG / Examine reviews; determine accept/reject; enter disposition in Track Chair Report / SMA Research Track Report
_____ / 22 / AUG / Send rejection email with reviewers' comments /
  1. Email #7
  2. Reviewer's Comments and/or redlined manuscript

_____ / 22 / AUG / Send acceptance email with acceptance letter, reviewers' comments, and style guides / Email #8
  1. Acceptance Letter
  2. Reviewer's Comments and/or redlined manuscript
  3. Full Style Guide
  4. Summary Style Guide

_____ / 22 / AUG / Record session chairs in Track Chair Report / SMA Research Track Report
_____ / 25 / AUG / Review accepted manuscript; determine sessions; develop session titles; record in Track Chair Report / SMA Research Track Report
_____ / 26 / AUG / Determine best paper in track; record in Track Chair Report / SMA Research Track Report
31 / AUG / Final formatted papers due via email attachment to Jie G. Fowler, Proceedings Editor, at / Send emails to Jie Fowler
31 / AUG / Final date to submit request for specific date and/or time for presenting paper at conference; send emails to Program Chair, Alvin J. Williams at / Email Program Chair
_____ / 5 / SEPT / Send completed Track Chair Report and Best Paper in Track manuscript and Review Forms to:
  • Program Chair, Alvin J. Williams ()
/
  1. SMA Research Track Report
  2. Best Paper in Track Manuscript
  3. Review Forms for Best Paper in Track

15 / SEPT / Tentative Conference Program posted to SMA website
25 / SEPT / Deadline for making corrections to Conference Program; send emails to Program Chair, Alvin J. Williams at .
1 / OCT / Deadline for early bird conference registration

(Revised 7/6/16)