Admin Wiki - User contributions [en]

Call for conference bids

2021-02-14T01:52:18Z

BarbaraDiEugenio: /* Call for Bids to Host ACL/EACL'01 */

Call for conference bids

2021-02-14T01:52:05Z

BarbaraDiEugenio: /* Call for Bids to Host ACL-02 */

Actions and duties of the Exec in overseeing the conference

2021-02-14T01:44:03Z

BarbaraDiEugenio: /* Actions of the Exec */

==Actions of the Exec==

'''[[Conference_Handbook|Conference Handbook]] - Actions & Duties of the Exec'''

Certain matters require approval or other actions by the ACL Exec:

* Review and issue Call for Bids for the conference (properly, this is performed by the Exec, who traditionally appoints the Vice President to do so).
* Review the conference bids and accept one of them. This necessarily includes selecting the Local Arrangements Chair, the location, and the date of the conference. See [[ACL policy on who can hold major programmatic positions at ACL conferences|ACL policy on involvement of Exec members in conferences]].
* Identify remaining key organizers, notably the General Chair and the Program Co-chairs (see [[selecting the general chair|criteria for selecting the General Chair and the PC Co-chairs]]).
* Sign a contract with venue(s) (hotel, conference center, etc.). Traditionally, this is done by the ACL Treasurer.
* Set approximate registration deadlines and costs.
* Review and approve the sub-chairs suggested by the conference General Chair, such as the tutorial chair, the workshop chair, the publications chair, the student research workshop chair, etc
* Request occasional updates on the conference budget and current state of affairs from the General Chair.
* Review the status of local organization and request updates from the Local Arrangements Chair.

(Last update: Barbara Di Eugenio, Dec 2020)

[[Category:Conference Handbook]]

Invited speakers, and their reimbursements

2021-01-12T05:54:53Z

BarbaraDiEugenio: /* Invited Speakers */

==Invited Speakers==

'''[[Conference_Handbook|Conference Handbook]] - Invited Speakers'''

ACL typically has three invited talks: two by invited speakers and one by the recipient of the ACL Lifetime Achievement Award.

* The invited speakers are selected by the program chairs, in consultation with the program committee and the Executive Board.
** It is suggested that the selection of invited speakers be done as soon as the program committee is formed. If the invited speakers are not selected until the program committee meeting, the desired individuals may not be available for the conference.
** In selecting invited speakers, it is desirable to select individuals who will expand the knowledge of ACL attendees or who can present a particularly timely lecture.
** Criteria for selecting an invited speaker should consist of excellent credentials in the area of expertise, good presentation ability, topical subject matter, and subject matter complementary to the topics of the other invited speakers; the invited speaker selection must take into account gender and geographical diversity.
* Invited speakers are provided with round-trip airfare (economy class) from home to the conference, lodging at a reasonable hotel for the duration of the conference, and a banquet ticket; registration fees for the main conference, tutorials, and workshops are waived. Invited speakers are responsible for making their own travel arrangements, keeping all receipts, and submitting originals of receipts to the ACL office for reimbursement.
* The PC Chairs are responsible for contacting the invited speakers, scheduling their talks, and discussing with them the above policy on reimbursement.

(Last Update Barbara Di Eugenio, Jan. 2021)

[[Category:Conference Handbook]]

2020-12-08T00:13:44Z

BarbaraDiEugenio:

==Conference Handbook - ACL Conference Conflicts-of-interest Policy==

'''[[Conference_Handbook|Conference Handbook]] - ACL Conference Conflict-of-interest Policy'''

To ensure fair and unbiased evaluation of conference submissions, it is crucial to avoid conflicts of interest throughout the paper review process, as described below.

===Definition of a Conflict of Interest:===

A person has a conflict of interest with a submitted paper if that person:
# is a co-author of the paper, or
# has been a student or supervisor of one of the authors in the previous five years, or
# has co-authored a paper or collaborated with one of the authors in the previous five years, or
# is employed at the same company or institution as an author, or
# has any other circumstances that could cause a bias in evaluating the paper.

===ACL Policy on Conflicts of Interest:===

To avoid conflicts of interest, participants at all levels -- reviewers, area chairs, and program chairs -- must:

* '''Disclose potential conflicts of interest:''' All participants (reviewers, area chairs, and program chairs) are responsible to determine and disclose potential conflicts of interest as soon as they have access to the conference submissions.
* '''Restrict decision making:''' No person shall review or participate in the acceptance decision of any paper for which they have a conflict of interest.
* '''Protect reviewer identities:''' The identity of the reviewers of a conflicted paper shall be withheld from all people who have a conflict of interest with that paper.

===Recommended Procedural Guidelines:===

As the community has grown increasingly collaborative, it has become a challenge to organize the reviewing and decision procedures to strictly enforce the three criteria listed above for all types of conflicts of interest (COIs). The recommended procedural guidelines below, updated in May 2016, are current best practices given the recent community size and the conference management software. With the consent of the ACL Executive Board, future program chairs are empowered to add to and improve these best practices to better support the ACL policy on conflicts of interest.

====Definition of Senior Program Committee (SPC):====

In what follows, SPC refers to people who are in charge of review assignment and management. Thus, SPC refers to area chairs for large conferences such as ACL, NAACL, EMNLP, and SPC refers to program chairs for workshops or small conferences where program chairs handle review assignment directly without area chairs.

====Handling of a Reviewer's COI:====

* The SPCs (area chairs or program chairs, as defined above) must not assign a paper to a reviewer who has a conflict of interest.
* If a reviewer determines that they may have been inadvertently assigned to a paper with a conflict of interest, they must immediately disclose the fact to the SPC. If there is indeed a conflict of interest, the SPC will reassign the paper to another reviewer. It is the reviewer’s responsibility to examine potential conflicts of interests as soon as possible after the papers are assigned to them.
* The SPCs must ensure that the reviewers know they must examine the potential conflict of interest as soon as possible after the papers have been assigned to them.

====Handling of an area chair's COI:====

The following guidelines are applicable to conferences that operate with area chairs.

* Papers co-authored by area chairs must be assigned to areas other than the one they chair. If no adequate area is available, the program chair must create a special COI track and directly manage the reviewing and acceptance decisions.
* If an area chair has a COI with a paper (but is not an author), there are two options:
** Option A: the paper will be assigned to another area. If no adequate area is available, the program chair will create a special COI track and handle the management of reviewing and acceptance directly. This is the desired option as it completely separates the area chair and any co-area chairs from the decision making. However, as the community has grown with increasing collaboration, a substantial portion of the papers might need to be re-routed to the special COI track. Therefore, Option B is also acceptable.
** Option B: the paper may remain in the area provided that at least one other area co-chair does not have a COI with that paper. If the paper remains in the area, the conflicted co-chair(s) must not have access to the reviewer assignment and the review content. (This effect can be achieved by setting the COI flag in the START conference management system.) The conflicted co-chair(s) must also withdraw from all aspects of decision making for that paper.

====Handling of a Program Chair's COI:====

* If a program co-chair has a conflict of interest in a paper, a different co-chair must handle the submission. If there is only a single program chair, the general chair of the conference shall assign it.
* The program co-chairs for conferences are strongly discouraged from submitting their papers to the conference that they are chairing. It is strongly recommended that the program co-chairs and their students seek alternative venues for publications. The general or local chairs need not seek alternative venues provided that they are not sharing the role of program chairs to oversee reviewing and making decisions on the conference submissions. The program chairs of workshops may submit their papers provided that there will be another program chair without COI who can handle those submissions.

====Change of Authorship and COI:====

* To avoid the potential loophole with the COI management, each paper must declare the complete author list at the time of submission. Adding more authors or switching the authors should be in general disallowed once the paper has been reviewed and accepted.

The reviewers, area chairs, and program chairs will also take care to identify and resolve potentially ambiguous cases under these procedural guidelines given the general guidelines. The ACL executive board may be contacted to discuss specific cases.

(Last Update: Barbara Di Eugenio, Nov. 2020)

[[Category:Conference Handbook]]

Policy on registering domain names for conferences

2020-12-08T00:11:12Z

BarbaraDiEugenio:

The new conference domain policy initiated in 2020 states that all conference websites should be linked from sub-domains of the parent organization’s website. For example, the website for the EMNLP 2020 conference lives at 2020.emnlp.org, the website for the ACL 2021 conference lives at 2021.aclweb.org, and the website for the upcoming 2021 NAACL conference lives at 2021.naacl.org. To get a subdomain setup for your conference website, the conference chairs should contact the ACL information officer. There is no longer any need to purchase new domains for any ACL-affiliated conference, as used to be in the past.

(Last update: Barbara Di Eugenio, Dec 2020)

Policy on registering domain names for conferences

2020-12-08T00:10:50Z

BarbaraDiEugenio:

Policy on registering domain names for conferences

2020-12-08T00:10:41Z

BarbaraDiEugenio:

Conference acronym

2020-12-08T00:08:02Z

BarbaraDiEugenio: /* Conference Acronym */

==Conference Acronym==

'''[[Conference_Handbook|Conference Handbook]] - Acronym'''

The acronym for ACL conferences will be ACL-year (for example, ACL-02).

Author: Sandra Carberry, October 2001 (unchanged: Dec 2020, Barbara Di Eugenio)

Meetings held by Exec at conferences

2020-11-24T06:25:04Z

BarbaraDiEugenio: /* ACL Exec */

==ACL Exec ==

'''[[Conference_Handbook|Conference Handbook]] - Meetings held by Exec'''

===Exec Meeting===

Usually, the ACL Exec holds an all-day meeting the day before the main conference.

For this it requires one room seating about 20 people boardroom-style. Projection equipment and internet access are desirable. Breakfast and lunch are usually provided.

===Business Meeting===

The ACL business meeting is on the third day of the ACL conference. The first part of the meeting consists of brief presentations by ACL officers and conference organizers. The second part is a open discussion.

===Exec++ Dinner===

The Exec has a special dinner during the conference to acknowledge and thank all volunteers (about 50 people) for their services. This dinner usually lasts a long time. The Local Chair should arrange this dinner, in coordination with the ACL President and Secretary. Some AV equipment is usually needed.

===Post-conference Breakfast===

The Exec has a post-conference breakfast on the day after the main conference of ACL. The ACL Exec members, main organizers of the ACL conferences of the year and the following year are invited to the breakfast. People mainly talk about issues concerning conference organization. The breakfast usually lasts for 90 minutes.

Author: Eduard Hovy, 2000; revised by Shiqi Zhao, 2016: Barbara Di Eugenio 2020

[[Category:Conference Handbook]]

Policy on speaker reimbursement

2020-11-24T06:13:05Z

BarbaraDiEugenio: /* Speaker Reimbursement Policy */

==Speaker Reimbursement Policy==

'''[[Conference_Handbook|Conference Handbook]] - Speaker Reimbursement Policy'''

The ACL policy for reimbursements and honoraria for speakers is as follows.

The ACL provides the cost of an economy class airfare from your home institution to the conference, hotel accommodations during the conference, and free registration at the conference.

[[Category:Conference Handbook]]

2020-11-24T05:13:47Z

BarbaraDiEugenio: Created page with "This document the ACL ToT process, timeline, and steps. It assumes ACL is in summer, between mid June and end of August. The process should start approximately 6 months and a..."

This document the ACL ToT process, timeline, and steps. It assumes ACL is in summer, between mid June and end of August. The process should start approximately 6 months and a half prior to the ACL.

Please refer to the Test-of-Time motion(February 24, 2020) at [[ACL Policies#Awards:Test-of-Time Papers Award]]; the relevant components, in particular membership of two committees, are included at the end of the timeline.

'''[[6 months ½ before conference / beginning of January:]]'''
at the request of the conference officer, and with his/her help, the ACL exec names chair(s) of the award (nominating) committee,
award chairs + conference officer: decide which ACL fellows to ask to serve on award committee

'''[[2 weeks later [6 months ]:]]'''
conference officer: email award committee members; conference officer or award committee chairs: ask ACL fellows chosen above
first call to membership for TOT paper nominations

''''''2 weeks later [5 months 1/2]:''''''
award committee in place (some may have recused themselves, conference officer finds substitutes), second call to membership for TOT paper nominations
conference officer: choose expert committee chairs among expert committee members
conference officer and expert committee chairs decide which ACL fellows to ask
conference officer: email expert committee members, and ACL fellows

''''''2 weeks later [5 months]:''''''
nominations collected from membership and from award committee members
expert committee in place (some may have recused themselves, conference officer finds substitutes)
expert committee chairs decide if more experts are needed, choose them and contact them

'''3 weeks later [4 months 1 week]:'''
award committee passes short list of nominated papers to expert committee

'''3 weeks later [3 months 1/2]:'''
expert committee picks winners, its chairs inform ACL exec

'''1 week later [3 months 1 week]:'''
ACL president informs winners

'''At conference:'''
formal announcement, award ceremony.

Committee composition (from the ToT motion Feb 24, 2020):

'''Who nominates:''' Award committee: this committee should decide criteria.
Award committee will have two co-chairs, who may be nominated by the ACL exec outside of the categories mentioned below; and will be composed of
editors of CL and TACL
the chapter presidents/chairs (other than ACL president); the presidents of all the SIGs, which had a workshop either 25 or 10 years earlier, and are still active
program and general chairs of the relevant conferences (ie ACL 25 and 10 years earlier, and any other relevant chapter conferences / EMNLP)
5 ACL fellows

'''Who judges:''' Expert committee: all ACL conferences’ general chairs, program chairs and ACL presidents in the interval ([current year-5]- [current year-1]); plus 5 ACL fellows. The committee will have two co-chairs. The co-chairs at their discretion can add ad hoc experts to cover specific areas not represented on the committee. Preferably those ad hoc experts would be chosen among ACL fellows.

ACL Policies

2020-11-24T04:48:20Z

BarbaraDiEugenio: /* Procedures */

== Policies ==

*[[ACL Privacy Policy]]

*[[Anti-Harassment Policy]]

*[[ACL Whistleblower Protection Policy]]

*[[ACL Conflict-of-interest policy]]

*[[ACL Conference Conflict-of-interest policy]]

*[[ACL Document Retention and Destruction Policy]]

*[[ACL Policy on Political Statements and Actions]]

*[[ACL Policies for Submission, Review and Citation]]

*[[Policy on Obituary]]

== Proposals ==

*[[Short-Term Reform Proposals for ACL Reviewing]]

*[[ACL Rolling Review Proposal]]

== Awards ==

*[[Test-of-Time Papers Award]]

*[[Lifetime Achievement Award]]

*[[Distinguished Service Award]]

== Procedures ==

*[[Procedure for composing the new Nominating Committee]]

*[[Fellows Program]]

*[[Process for Ad Hoc ACL Leadership Roles]]

== Guidelines ==

*[[ACL Author Guidelines]]

*[[ACL Reviewer Guidelines]]

ACL Guidelines on Remote Conference Presentation

2020-11-10T23:53:58Z

BarbaraDiEugenio:

2018-07-31T21:15:36Z

BarbaraDiEugenio: Created page with "ACL conferences have been requiring at least one of the authors to be present at the conference and give a talk in order for their paper to appear in the proceedings. In the u..."

ACL conferences have been requiring at least one of the authors to be present at the conference and give a talk in order for their paper to appear in the proceedings. In the unusual circumstances where none of the authors could make it to the conference due to visa issues or illness, an acceptable common practice has been for the authors to arrange a designated speaker who can deliver the talk on behalf of the authors.

However, there have been increasing recent concerns regarding traveling bans (e.g., the US government in 2017 tried to impose a traveling ban on Iran, Libya, Somalia, Sudan, Syria and Yemen), which will likely impact many valuable members of our conferences. Thus, ACL recommends that conference organizers of all ACL endorsed conferences facilitate technical support for participants to present their work and engage with the audience remotely. The exact details on how to arrange technical support will vary depending on the available resources at different conference venues. This article serves as a general guideline.

'''Remote presentation chair:''' It is recommended that the conference organizers appoint a chair who will be in charge of facilitating remote presentations. The responsibilities of the remote presentation chair include (1) setting up the web applications, (2) reviewing the applications, (3) collecting recorded talks by a predetermined deadline, and (4) coordinating with the A/V support and the session chairs in advance for sessions that include remote presentations.

'''Recorded talks and live QA sessions:''' It is recommended that the authors prepare a recorded talk by a deadline proposed by the local chairs. The recorded video will be used for the main presentation since real time streaming may not be reliable. The QA session should be streamed live to maintain the interactiveness of the conference talks.

'''Application process:''' The authors will apply for remote presentation (for each paper separately) via a web application form submitted to the conference organizers by a deadline determined by the conference. To maintain the interactive nature of the conference, conference organizers may consider placing an upper bound on the total number of remote presentations allowed. The upper bound should not be too restrictive, keeping in mind the need to support authors who are struggling with major challenges such as visa restrictions, death in immediate family, major health issues, mobility issues, or other serious issues that impede traveling. At the same time, organizers should carefully examine the applications to allow remote presentations only when there is a compelling reason in order to maintain the interactive nature of the conferences. Another viable alternative to keep in mind, which has been the common practice in most previous conferences, is for the authors to send a speaker who is well aware of the work and can present the talk on behalf of the authors. Especially if the speaker can handle the QA session on behalf of the authors, this may be the preferred option over recorded talks. Yet another alternative that combines the strength of the remote presentation with a substitute speaker is to arrange a speaker who can give the talk on behalf of the authors, followed by an interactive QA session via live stream with the original authors.

'''Selecting presentation modes (oral vs. poster):''' The conference organizers will consult with local organizers to determine the viable options with respect to remote oral presentations vs. remote poster presentations. It is recommended that the organizers will consider different preparation requirements for each presentation mode as described below.

'''Supporting remote oral presentations:''' The technical crews and the session chair allocated for each session will need to be in charge of initiating the playback of the recorded talk and managing the live QA session.

'''Supporting remote poster presentations:''' The conference organizers will need to allocate support personnel with an appropriate computer for each poster who can be in charge of the playback of the recorded talk and the live QA session. Because poster presentations tend to be more interactive by nature, a potential concern with remote poster presentation is that conference audiences may not find this mode of presentation appealing enough --- especially watching a pre-recorded video on a small screen before initiating a live conversation --- to engage with the remote presenters. Therefore, many participants might engage directly with the presenters via live QA without watching the pre-recorded talks. Due to the potential disruption with the internet connection, however, it is recommended that the presenters prepare recorded talks.

'''Registration cost:''' The participants giving talks remotely will be required to register for the conference at a reduced cost. The exact amount will be determined by the ACL office and the Treasurer (including chapter Treasurer if applicable), based on data and information provided by the conference organizers. It is estimated that approximately 50% of the charge may be reasonable to share the required charge for reserving the conference venue and technical support. The discounted rate will be applicable only to conference registration. The ACL membership fee will remain identical for all participants.

'''Guidelines for local chairs:''' The local chairs will work with the venue to probe the available internet speed and the viability of live streaming during the QA sessions. It is important to keep in mind that even if the venue offers high speed internet connection, the streaming can be unreliable if the internet is unstable else where, for example, at the remote presenter's end.

Conference Handbook

2018-07-31T20:43:58Z

BarbaraDiEugenio:

''This handbook provides information on how to organize the ACL conference.''

== Policies and Guidelines ==

*[[Conference acronym]]

* '''Policy'''
**[[Policy on registering domain names for conferences]]
**[[Policy on joint conferences]]
**[[ACL Conference Conflict-of-interest policy]]
**[[Double Submission Policy for Conferences]]
**[[Policy on speaker reimbursement]]

* '''Guideline'''
** [[ACL Guidelines on Remote Conference Presentation]]

* '''Schedule'''
**[[Conference planning schedule]]
**[[Typical schedule]]

* '''ACL Executive Committee'''
**[[Actions and duties of the Exec in overseeing the conference]]
**[[Meetings held by Exec at conferences]]

* '''Conference Bid'''
**[[Call for conference bids]]
**[[Bid Guidelines]]

* '''Chairs'''
**[[Selecting a General Chair]]
**[[Selecting a Program Co-Chair]]
**[[Guidelines and policies]]
**[[Chairs and Sub-chairs for Conferences]]
**[https://aclweb.org/aclwiki/Conference_Chairs A list of conference chairs and conference locations]

* '''Tutorial'''
**[[Tutorial teacher payment policy]]
**[[Tutorial teacher instructions]]
**[[Tutorial notes]]

* '''Workshops'''
**[[Workshop-proceedings]]
**[[Workshops at Conferences]]
**[[ACL Policy on Workshop Support and Sponsorship]]
**[[Types of ACL Workshops]]
**[[ACL General Policies on Workshops]]
**[[ACL Policies on Conference Workshops]]
**[[ACL Policies on SIG Workshops]]

* '''Student Sessions & Student Fund'''
**[[%2A%2A%2A_student_session_policies|student session policies]]
**[[Student travel funding]]
**[[Don and Betty Walker International Student Fund (Conference Handbook) | Don and Betty Walker International Student Fund]]

* '''Repository'''
**[[Overview of repository organization]]
**[[Instructions on how to access the repository]]

* '''Others'''
**[[Financing exhibits]]
**[[Invited speakers]]
**[[Satellite Events]]

== Duties of Conference Chairs ==

*[[General (conference) chair duties]]
*[[Local arrangements chair duties]]
**[[arranging the meeting rooms]]
**[[arranging the poster presentations]]
**[[arranging the accommodations]]
**[[arranging the food]]
**[[arranging the food|arranging the social events]]
**[[arranging local support, registration, etc.]]
**[[webmaster]]
*[[Program chair duties]]
**[http://www.cs.jhu.edu/~jason/advice/how-to-chair-a-conference.html How to be a program chair]
**[[ACL 2017 materials]] (START email templates / Google Spreadsheets)
*[[Publications chair duties]]
*[[Handbook chair duties]]
*[[Publicity chair duties]]
*[[Sponsorship chair duties]]
*[[Student chair duties]]
**[[Useful checklist of things to do (from a past student chair)]]
*[[Faculty advisor duties]]
*[[Tutorial chair duties]]
*[[Workshop chair duties]]
*[[Demo chair duties]]
*[[Webmaster duties]]
*[[Exhibits chair duties]]

== Post-conference Breakfast ==

* [[Post-conference Breakfast (ACL2018)]]

== Supplementary Documents from Chapters & SIGs ==

*[[Student Volunteer Coordinator Duties (EMNLP-2017)]]

== Reference Documents ==
*[[2017 sponsorship booklet]]
*[[2016 NAACL HLT Program Chairs Report]]

== Sample Documents ==

*[[example budgets]]
*[[sample conference paper calls]]
*[[paper style files]]
*[[camera ready instructions]]
*[[tutorial calls for proposals]]
*[[sample letter to panelists]]
*[[student workshop paper call]]
* [[Acl 2004 camera]]
* [[Acl 2005 camera]]
* [[Student workshop paper call]]
* [[Recent ACL calls for workshop proposals]]
* [[Sample workshop calls for papers]]
* [[Workshop-proceedings]]
* [[Sample Calls for Demos & Posters]]
* [[ACL 2007 Call for Demos and Posters]]
* [[ACL-07 Call For Workshop Proposals]]
* [[ACL-10 Workshop Instructions]]
* [[ACL-07 Call for Tutorial Proposals]]
* [[CFP for student session at ACL-07]]
* [[CFP for student session at ACL-05]]
* [[Sample invitation letter]]

== Miscellany ==

* [[Handbook old]]
* [[Johanna moore|Johanna Moore document]]
* [[Software for producing conference schedules from ACLPUB output]]
* [[Best Paper Award Selection - ACL-05]]
* [[Instructions for Authors for Camera-Ready Final Versions of ACL-04 Main Conference Papers]]
* [[Copyright - 2004]]
* [[Policy for ACL conferences held jointly with local Chapters]]

[[Category:Conference Handbook]]