http://www.aarweb.org/meetings/annual_meeting/Current_Meeting/Session_Entry/sessionentry2010.asp
Acceptance/Rejection and Session Creation
The Acceptance and Rejection functions as well as Session Creation are now active. These instructions outline the processes necessary for you to complete these important tasks.
The E-mail function to inform submitters of their status is NOT active yet. You may e-mail submitters directly, by clicking Show Participant Names and then clicking on the name of the person you wish to e-mail.
To Reject a Proposal or Move it to the Grab Bag
Click on the title of the proposal in your OP3 menu, and you will be taken to the detail page. You will see two boxes above the Description, one for Acceptance, and a second for Rejection. In the Rejection box, you have two options: Reject this Proposal and Move to Grab Bag. If you wish to reject a proposal, just click the Reject button, and the proposal will be eliminated from your menu. If you wish to rescind a rejection, contact Robert Puckett at rpuckett@aarweb.org. If you believe the proposal has merit, consider suggesting it for the Grab Bag — it will become available to all program unit chairs after it is no longer in consideration by any submitted unit.
To Accept a Papers Session or Panel Session
If you wish to accept a prearranged Papers Session or Panel Session, you simply click the Accept this Proposal button. You will see a popup window asking you to confirm. If you are sure you wish to accept the session, click OK. If the proposal was submitted for a co-sponsored session, please confirm with the chairs of the co-sponsoring unit that they also wish to accept the proposal. If the proposal was submitted to more than one unit, we strongly encourage you to check with the chair(s) of the other unit before accepting it. THIS IS VERY IMPORTANT, AS THE SESSION WILL DISAPPEAR FROM THE QUEUE OF THE OTHER PROGRAM UNIT. You will see that the green text at the top of the page changes to note that you have accepted one session, and how many sessions remain for your unit. You will also see red warning text about information that is missing from the proposal. Click on the title of the proposal.
If you need to edit or remove any participants, you can do that with the Edit and Remove links next to their names. If you need to add participants to the session (i.e., add a presider, panelist, respondent, or business meeting presider), use the Invite link next to Participants (note that you can only add a business meeting presider if you have selected this session as your business meeting on the Edit page). Enter the type of participant, their email address, name, and institution, and then click Save and Continue.
To fill in other information about the session, you will need to click on the link to Edit this Proposal. On the Edit page, you will be able to designate if this session will contain your business meeting, the estimated attendance, the room style, the session length, and your scheduling preferences. After doing this, click the Save and Review button at the bottom of the screen.
To Create a Papers Session and Accept Papers
In the new OP3 system, we are integrating the acceptance of individual papers with session creation. We are doing this to encourage chairs to carefully consider the thematic unity of sessions before accepting papers to make up those sessions.
The first step is to create a new papers session. Click on the Create link next to Paper Sessions at the top of your screen on your main OP3 menu. On this page, you will be able to designate if this session will contain your business meeting, the estimated attendance, the room style, the session length, and your scheduling preferences. Scroll down to enter the Title of the session, as well as an Abstract, if any (skip the Description). Don’t worry about the Audiovisual Requirements, as those will be imported along with the papers in the third step. Also don’t worry about the Religious Observance or Accessibility Requirements either, unless the participants other than the paper presenters (i.e., the presider, respondent, and/or business meeting presider that you may add in the next step) have specific requirements. After doing this, click the Save and Review button at the bottom of the screen.
Next, add a presider (required), respondent (optional), and/or business meeting presider using the Invite link next to Participants (note that you can only add a business meeting presider if you have selected this session as your business meeting on the Edit page). Enter the type of participant, their email address, name, and institution, and then click Save and Continue.
Now you may add and accept papers. Go back to your main menu by clicking Your Proposals under the OP3 Resources menu on the left side of the page. You will see your newly created Papers Session under the Papers Session menu at the top of the page. Click on the title of the paper you want to add to the session. Then click on the link to Transfer to Paper Session.
If the paper was submitted for a co-sponsored session, please confirm with the chairs of the co-sponsoring unit that they also wish to accept the paper. If they do not, please select your program unit only on the Edit menu of the paper. If the paper was submitted to more than one unit, we strongly encourage you to check with the chair(s) of the other unit before accepting it.THIS IS VERY IMPORTANT, AS THE PAPER WILL DISAPPEAR FROM THE QUEUE OF THE OTHER PROGRAM UNIT. Select the session to which you wish to add the paper (note that all papers sessions that were submitted to your unit appear in this menu) and click Transfer Paper. Repeat this step until you fill the session with all of the papers which you wish to add to it. You can change the order of the papers by clicking the up and down arrows in the upper left-hand corner of the paper box. When you are finished, then click Accept this Proposal and then click OK. You may continue to edit this session up until April 1.
To Create a Panel Session
Click on the Create link next to Panel Sessions at the top of your screen on your main OP3 menu. On this page, you will be able to designate if this session will contain your business meeting, the estimated attendance, the room style, the session length, and your scheduling preferences. Scroll down to enter the Title of the session, as well as an Abstract, if any (skip the Description). Enter any Audiovisual Requirements, Religious Observance, and/or Accessibility Requirements. After doing this, click the Save and Review button at the bottom of the screen.
Next, add a presider (required), panelists (at least one required) respondent (optional), and/or business meeting presider using the Invite link next to Participants (note that you can only add a business meeting presider if you have selected this session as your business meeting on the Edit page). Enter the type of participant, their email address, name, and institution, and then click Save and Continue.
Co-sponsored Sessions
You may have noticed that we are dealing with co-sponsored sessions in a little different way this year. This is in order to ensure that errors from previous years are not repeated. We pre-populated any possible co-sponsored sessions that you mentioned in your calls, and even tried to coordinate some ahead of time where we saw overlap in your calls.
Inevitably, though, some Program Units will want to arrange co-sponsored sessions that we did not pre-populate. To do this, first, click on Program Units under the OP3 Resources menu on the left side of the page, and then click on your unit in the list. Click Add joint session, and then select the co-sponsoring unit from the dropdown menu. Then go back to the OP3 main page. Select the proposal that you wish to share, and then click Edit this Proposal. You may then select the joint session under Program Units. Repeat with all proposals you wish to consider for a joint session. The proposal will then be available for review by both your program units.
Once both Program Units have rated proposals and come to an agreement about which to accept, use the above steps to enter them into a session. Since they are shared proposals, they will automatically be considered for the joint session. Only one Program Unit needs to do this, in order to avoid duplications in the system. The session will show up in both units’ menus.
If you encounter any problems or have any suggestions, please email us at support@aarweb.org or visit our support site. We will do everything we can to help you.
