Conferences

CORE allows to host multiple conferences at the same time. You can manage them in the 'conferences' tab. Every conference has its own specific settings and layout. CORE uses the hostname to differentiate between conferences.

• General settings
  All the required fields will be populated by the installer. Any notifications and error reports will be send to the conference admin email.

• Google Calendar settings
  If you want to synchronize the CORE schedule with your google calendar, you have to set the fields: Google calendar event feed url, Google calendar username and Google calendar password. Make sure the google calendar is publicly available. Any changes made to the CORE schedule will also update the google calendar.

• Submit/review/feedback dates.
  Only within the specified date range will the specific option be available. The feedback option does not have a manual start date, since this is based on the date the feedback codes are send out.

• Layout settings
  If you want to change the layout of the current conference, set the custom layout option, see Theming

• Timeslots
  A timeslot consist of a start/end date, a number and a type. Type can be presentation, lunch or break. Only presentation slots are shown in the schedule. When you make a new conference, you can let CORE create an initial set of slots. This way you don't have to go through the manual process of adding slots. Enter the number of days and the start date, click 'create smart defaults' and CORE will create the slots for you.

• Locations
  You define a location by providing at least a name, abbreviation and type. The type can be 'room' or 'external'. The room option assumes that you hots your conference in one venue. Only rooms will be displayed in the schedule. External locations are mainly used for side events. The abbreviation, together with the timeslot number is used to represent a session in the schedule as follows: <room abbreviation><timeslot number> - <name of session>. If you provide a picture it will be automatically resized to 90px width/68px height. To change these values, edit application/modules/core/forms/Location.php - line 85

Submit

If submit is open (see above) users who are logged in can submit their papers. Anonymous users cannot submit papers! For normal users, the 'submission' tab links to the 'new paper' page. For an admin or reviewer, the 'submission' tab links to the submit overview page.

Submit overview from reviewer perspective

When a reviewer logs in and visits the 'submission' page they have the option to 'review' a paper. Papers that have been assigned to the reviewer will show the 'review' link in red. A reviewer can review any paper they want, also the ones they were not assigned to review.

• Filters
  A reviewer can filter the submission list by using the filter bar at the top of the page. This also allows them download papers they should review.

Submit overview from admin perspective

Upon successful paper submission , the conference admin gets notified by email. You can disable this notification by changing the value of application.ini/core.observer.submit to 0.

• reviewers
  An admin can assign reviewers to certain papers by clicking on 'reviewers' next to the respective paper. Select a user from the select box to link them to the paper or remove a linked user by clicking the 'x' next to their name.

• email reviewers
  Allows an admin to send an email to all people assigned to review a paper. The email includes links to all the papers that they need to review plus a link to download their assigned papers as a zip archive.

When the email is successfully send out the link will change in sending a reminder. This sends out a similar message as before with the difference:

• • The people who already done all their reviews do not get a reminder
  • It only lists the papers that still need to be reviewed, omitting the ones you already did.

Send file over HTTP

See tracker

Sessions

During the Programme Committee meeting these 'preliminary' sessions are decided. They used to be called 'Topics' but that does not make any sense.

• Manage sessions
• Session chairs should be able to manage their own sessions

Login

• Upon successful login, reviewers should see the submissions they should review. Same as I did for TACAR. They can be directed to 'http://omega.terena.org/core/submit/list' and filtered by submission_id.

Submit

Anonymous users (not logged in) can enter their details and upload their papers. During this stage the personal details are saved to be used as speaker details in the future.

• submit paper (new)
• delete submission (admin)
• edit submission to give them status and attach a proposed session (http://omega.terena.org/core/review/list/24)
• list overview of submissions with submission stats + review stats
• filter submissions based on status
• filter submissions based on submission_id's - when a reviewer logs in they get directed to the submission grid which shows only the submissions they should review.
• order list
• Assign submissions to reviewers (many to many) - this should use autocomplete for the users since this will be query a big table

If you submit a paper it looks at the dynamic vhost part and uses that as the conference abbreviation. The abbreviation needs to be checked with existing abbreviations to prevent db weirdness. This should probably be done in the bootstrap process or in a dispatch plugin.
Another solution would be to use static vhosts, the upside of this is that I don't need an extra DB query, the downside is that if you add a abbreviation to CORE you also need to create the vhost.

Review

• List reviewers
• manage reviewers
• Email 'reminders' to reviewers; add a link to the submission grid to email all reviewers with the submissions they should review.
• Set reminder dates
• Generate proposed status of paper based on review scores
• Filtering of List based on status
• Sorting of columns, especially 'proposed session'
• Mass email all rejected paper submitters

Schedule

• List papers with filter for status set to 'yes'
• Manage days/timeslots/locations of event
• Assign papers to sessions
• Assign sessions to chairs
• Assign sessions to timeslots
• Order presentations
• Mass email accepted papers. Email template pulls data from timeslots/locations/papers and session data.

Speaker (so also Session chairs)

• Go to our login
• Edit personal details (photo as well)
• Upload presentation
• Chairs can edit their own session
  • Name
  • Abstract
  • Evaluation

Live

• Streams
• Feedback

After

• Mass email to different groups