Retningslinjer, eposttemplater, osv.

Retningslinjer for å arrangere NOKOBIT

Her er noen av epostene vi har brukt og andre erfaringer fra tidligere NOKOBIT-konferanser, med vekt på programarbeidet. Dette er ikke en komplett liste over eposter, men de fleste viktige er her.

EasyChair

Søk om EasyChair-installasjon tidlig, gjerne like etter fjorårets konferanse, så alt er klart til å invitere programkomite. Du søker om installasjon ved å lage konto og logge deg inn i EasyChair.

Programkomité

Kjør invitasjoner til programkomiteen gjennom EasyChair. Alt blir mye enklere da.

Invitasjon

Tips: bruk "NOKOBIT 20xx" først i emnet for ALLE eposter, etterfulgt av skikkelig beskrivende emnelinje.

Emne: NOKOBIT 20xx: Invitasjon til programkomite

Hei ((fornavn)),

NOKOBIT 20xx arrangeres av ((arrangør, sted og dato)). Vi vil gjerne ha deg med i programkomiteen for denne konferansen. NOKOBIT er det årlige samlingspunktet for norske forskere i fagområdet informasjonsvitenskap/informasjonssystemer og er som
vanlig samlokalisert med ((andre konferanser)) som en del av Norsk konferanse for IKT-forskning og -utdanning (NIKT'((år))).

Hovedoppgaven din vil være å lese og gi grundige tilbakemeldinger på 3-4 innsendte vitenskapelige arbeider. Vi venter også at du deltar i nettdiskusjoner om bidragene du har review-et. Vi kommer ikke til å ha noe fysisk programkomitemøte.

NOKOBIT receives many English-language submissions. It is possible to request only English-language papers for review.

Vi mener kvaliteten på NOKOBIT-konferansen stiger år for år, og vi tror en grundig review-prosess med utfyllende og konstruktive tilbakemeldinger på alle bidragene er viktig for at denne utviklingen skal fortsette!

Vi vil forsøke å fordele bidragene etter forskningsinteresse og kompetanse. Det er viktig at alle i programkomiteen er i stand til å review-e alle bidragene de blir tildelt grundig og i tide. Hvis du er i tvil om du er i stand til å review-e rundt 3-5 paper-e, bør du heller takke nei til denne invitasjonen, så prøver vi nok igjen neste år

Vi håper du kan hjelpe oss med å få til en strålende NOKOBIT 20xx i ((sted))!

Mvh,
((programstyrerne))

Forberede reviewing-en in EasyChair

Review Form

Overall evaluation.
-3    I will argue for rejection;
-1    I lean towards rejection, but will accept arguments for accceptance;
+1    I lean towards acceptance, but will accept arguments for rejection;
+3    I will argue for acceptance

((The four-score system is good because each choice makes a (at least preliminary) commitment to further action, and it gives straightforward rules for acceptance or rejection in some cases:
    at least one +3 and no -3 is ACCEPT
    at least one -3 and no +3 is REJECT
    a +3 and a -3 is a CONFLICT that must be handled by the chairs
    no +3 or -3 is BORDERLINE and must be handled by the chairs.))

Reviewer's confidence.
Score (1-5): none - low - medium - high - expert

Review (*).

Please provide a detailed review. KEEP A CONSTRUCTIVE AND FRIENDLY TONE. Try to comment on each of these points whenever possible: [Research problem - is it clear and explicit? unsolved or not well enough understood? timely and relevant?] [Motivation - what does the paper try to solve or contribute to? does it explain why this is important?] [Existing work - are there missing references in the chosen research areas? are there other research areas that should be mentioned?] [Research method - is it clear and explicit? is it well chosen and motivated? it is well carried out? does the paper discuss methodological limitations?] [Empirical, technical or conceptual contribution - is it clear and explicit? is it explained in sufficient detail? is it thoroughly discussed? against the literature?] [Conclusions and implications – are the main results clearly presented, with implications for further research and practice?] [Formatting guidelines - is the paper formatted according to NOKOBIT guidelines? is the  length appropriate for NOKOBIT?]

Confidential remarks for the program committee.

If you wish to add any remarks intended only for PC members please write them below. These remarks will only be seen by the PC members having access to reviews for this submission. They *will not be sent to the authors*. This field is optional.

Påminnelse om paper-innsending

Hei alle -

FRISTEN for å sende inn SAMMENDRAG til NOKOBIT er altså I DAG ((dag, dato))! Vi har mottatt mange sammendrag allerede (takk!), men vil gjerne ha flere

Det er OBLIGATORISK å sende inne sammendrag nå hvis du planlegger å sende inn et fullt paper til den ((dato)). GÅ TIL EASYCHAIR <https://easychair.org/conferences/?conf=((uri))> og fyll inn feltene for ditt bidrag. Det tar 5 minutter. Du kan endre sammendraget siden, og DU TRENGER IKKE Å LASTE OPP NOEN FIL NÅ.

Vi holder systemet åpent til midnatt!

Hvorfor vi må ha sammendraget 10 dager før resten av bidraget? Grunnen er at vi ønsker å fordele bidragene til mulige review-ere allerede denne uken, sånn at vurderingene går raskere unna etter den endelige fristen ((dato)).

Vennlig hilsen,
Styret for NOKOBIT

Påminnelse om paper-bidding

Dear PC Member,

NOKOBIT has grown so much that we have introduced marking conflicts and bidding for papers this year. You do all this through EasyChair: <https://easychair.org/conferences/?conf=((uri))> .

You have a conflict with a paper if you are too close to one of the authors to assess it neutrally. The following cases are often considered conflicts: an author is in your department, you have a co-publication with an author in the last five years, or you have been working in a joint project with an author in the last five years.

When you have marked conflicts, you can bid for the papers you would most like to review. Hopefully, this will make paper reviewing easier and more interesting for all!

You have until ((dato)) to mark conflicts and bid!

Best,
((chairs))

Enda en påminnelse

Dear ((name)),

This is a gentle reminder that the deadline for marking conflicts and bidding for NOKOBIT papers is tomorrow ((date)).

Thanks to all of you who have marked conflicts and bid in EasyChair! For the rest of you: please do so before ((day)) morning.

You have a conflict with a paper if you are too close to one of the authors to assess it neutrally. The following cases are often considered conflicts: an author is a close personal friend, an author is in your department, you have a co-publication with an author in the last five years, or you have been working in a joint project with an author in the last five years.

When you have marked conflicts, you can bid for the papers you would most like to review. Hopefully, this will make paper reviewing easier and more interesting for all!

Best,
((chairs))

Message to reviewers about assigned papers

Dear ((name)),

The deadline for NOKOBIT ((year)) is passed, and we have received ((number)) full papers.

Below you will find the list of papers assigned to you for reviewing. You can download them from EasyChair.

Please CHECK IMMEDIATELY whether there are language issues or you have conflicts with the papers you have been assigned.

The review deadline is in four weeks, on ((deadline)). We will get back to you with more detailed information about the reviewing.

Best regards,
((chairs))

Review guidelines

Dear ((name)),

The reviewing deadline for NOKOBIT ((year)) is ((day, date)) by midnight.

Below are a few more guidelines for the reviews. Of course, selecting the best papers for presentation at NOKOBIT ((year)) is an important goal for the reviewing process. But another important goal is to help the authors improve the next version of their papers!

Best,
((chairs))
--

Please provide extensive comments for each paper you review. KEEP A CONSTRUCTIVE AND FRIENDLY TONE. Try to comment on each of these points whenever possible:

[Research problem - is it clear and explicit? unsolved or not well
enough understood? timely and relevant?]

[Motivation - what does the paper try to solve or contribute to? does
it explain why this is important?]

[Existing work - are there missing references in the chosen research
areas? are there other research areas that should be mentioned?]

[Research method - is it clear and explicit? is it well chosen and
motivated? it is well carried out? does the paper discuss
methodological limitations?]

[Empirical, technical or conceptual contribution - is it clear and explicit? is it explained in sufficient detail? is it thoroughly discussed? against the literature?]"

[Conclusions and implications – are the main results clearly
presented, with implications for further research and practice?]

[Formatting guidelines - is the paper formatted according to NOKOBIT guidelines? is the length appropriate for NOKOBIT?]

Hyggelig påminnelse, en uke før fristen

Hei ((navn)),

Vi minner om at fristen for å gjøre ferdig alle NOKOBIT-vurderingene dine
er tirsdag om en uke, altså ((frist)).

Vennlig hilsen,
((programledere))

---------------------- LIST OF PAPERS ----------------------

Siste påminnelse, på dagen

NOKOBIT ((year)): review reminder

Hei [*FIRST-NAME*],

Vi minner om at vurderingsfristen for NOKOBIT-bidragene er i dag. Vi håper å få sendt ut avgjørelsene i løpet av noen dager, og venter fremdeles på noen review-er fra deg :-)

Med vennlig hilsen,
((programledere))

---------------------- LIST OF PAPERS ----------------------
[*PAPERS*]

Purring etter fristen

NOKOBIT ((år)): Late reviews

Hei [*FIRST-NAME*],

Review-fristen er ute, og vi har ikke mottatt alle review-ene vi har bedt om fra deg. Vi trenger dem i løpet av noen dager for å kunne sende ut akseptansemeldingene innen helgen.

Når kan du klare å ha review-ene dine ferdig?

Mvh,
((programledere))

---------------------- LIST OF PAPERS ----------------------
[*PAPERS*]

Akseptansebrev

NOKOBIT ((year)): Notification for paper [*NUMBER*]

Dear [*FIRST-NAME*],

We are glad to inform you that your paper

[*TITLE*]

has been accepted at NOKOBIT 2016 in Bergen. Please find the reviewers' comments attached. We hope they will be useful when you prepare the final version of your paper.

Please submit the final version of your paper through the BIBSYS OPEN JOURNAL system <http://ojs.bibsys.no/index.php/Nokobit> (and NOT through EasyChair). The deadline for submitting the final version is ((DEADLINE)). Please make sure your final submission adheres strictly to the NOKOBIT formatting guidelines available at <http://www.nokobit.no/assets/Uploads/Format-nokobit-paper-2016.doc>. Note that you have an extra page for the final version of your paper.

Please note that at least one authors must REGISTER for the conference and present the paper. You can find more information about the conference via <http://((uri-conf))> and:
- registration for the conference: <http://((uri-registration))>
- booking of hotels: ((uri-hotels))

The deadline for registration is also ((DEADLINE)).

Although the program for NOKOBIT 2016 is not yet ready, Monday ((DATE)) will most likely be used for meetings and workshops. The main NOKOBIT conference usually runs from early Thursday morning ((DATE)) until Wednesday afternoon ((DATE)).

Best,
((chairs))

[*REVIEWS*]

...men merk denne

NOKOBIT ((år)): Revised author instructions for final version

Dear [*FIRST-NAME*],
Unfortunately, the author instructions for the final versions of NOKOBIT papers that we sent out with the acceptance notifications were somewhat dated. Please see the attached author instructions instead, especially noting the paragraph about the final version: it should be uploaded to the Bibsys OJS as PDF (not doc), and please include citation info in the footer of the first page of your paper, as indicated in the attachment to this email. The latter is for your own benefit, as it increases the chances that others will cite your paper correctly.

We apologize for any inconvenience if you have already prepared your final version according to the old guidelines, but the changes are very minor: PDF instead of doc, and add the citation info in the first page footer. Otherwise, the format instructions for the paper remain the same as those given before.

Looking forward to seeing you all at NOKOBIT!

Best regards,
((proceedings chair))

Avslagsbrev

NOKOBIT ((year)) notification for paper [*NUMBER*]

Dear [*FIRST-NAME*],

Based on the three independent reviews, we are sorry to inform you that your paper

[*TITLE*]

could not be selected for NOKOBIT ((year)). Please find the reviewers' comments attached. We hope they will be useful for your further work on this paper.

We hope that you will nevertheless attend the NIKT((year)) conference in Bergen, of which NOKOBIT is part.

You can find more information about the conference via ((uri))  and:

- registration for the conference: ((uri))
- booking of hotels: ((uri))

The deadline for registration is ((deadline)).

Best,
((chairs))

[*REVIEWS*]