NPSS Conference Committee Report

15 November 2014

William W. MosesChair, NPSS Conference Committee

04/20/231

Summary of Today’s Presentation

04/20/232

Upcoming Changes–Conference Paper Republication Policy

–Plagiarism Detection Tool

–NetSuite

–Charge for TCS

–New Tools

–Replacement for Bo Yu Software

PSPB Republication Policy

6/14 PSPB Proposes Policy Change to TAB–Prohibited “substantially duplicate papers”–Pushback from CPC & Conferences–Pushback from several Societies

Offline Email Discussion & Policy Revision–PSPB, TAB, CPC, & Conferences representatives

Revised Policy Acceptable to Discussants–PSPB, TAB, CPC, & Conferences representatives

Revised Policy Sent to BoDRevised Policy Sent to BoD3

PSPB Republication Policy (II)

Key Elements in Revised Wording– “…it is common in technical publishing for material to be

presented at various stages of its evolution, such as publishing early ideas in a workshop, more developed work in a conference, and fully developed contributions as journal or transactions articles. IEEE recognizes the importance of this evolutionary publication process as a significant means of scientific communication and fully supports this publishing paradigm, but IEEE requires that this evolutionary process be fully referenced…”

– “articles published in the periodical contain substantial additional technical material”

Still Not What NPSS Would Like…Still Not What NPSS Would Like…4

My Personal Opinion…

Currently Proposed Policy is Better than Policy Proposed in June

Little Different than Current Policy–Including problems with “fuzzy” language and problems with “culture” of some communities

Fundamental Problem Still Exists–“Paradox” between two strongly held beliefs

Each idea can only be published once Each idea can be presented both at a conference

and in a refereed journal

Cannot Defeat this MotionCannot Defeat this Motion5

NPSS Options

Try to modify motion to let EIC decide whether additions are “substantial”–Maintain existing practices

Have authors submit abbreviated (2 page?) versions to conference record if they plan to submit to Transactions

Have all authors submit abbreviated versions to conference record

Authors who plan to submit to Transactions do not submit a conference record paper

6

Upcoming Changes:Plagiarism Detection Tool

04/20/237

BoD mandate: all Xplore content must be checked for plagiarism, effective 2016

CrossCheck tool selected

Supplied at no charge (for now)– Only to conferences where IEEE holds copyright

– Significant effort needed to analyze output

Not mandatory yet, but all NPSS conferences should seriously consider using this!

Sign Up At  https://crosscheck.ieee.org/crosscheck/Contact: Bill Hagen — w.hagen@ieee.org

Sign Up At  https://crosscheck.ieee.org/crosscheck/Contact: Bill Hagen — w.hagen@ieee.org

NetSuite for Conferences is Here

Past Use Has Been Outcome Focused–Work on 2013 conferences focused around acquiring

materials, not creating usable system

Now Requiring All Conferences to Use NetSuite to Record Transactions–System credentials being distributed to all approved financially sponsored conferences

Rolling Out Training and Communications–Webinars, slide decks, etc.

Use NetSuite to Train New Conference Treasurers?

Creating Transparency Needed By AuditorsCreating Transparency Needed By Auditors8

Charge for TCS Starts 2016

Charge for Each “External” Conference that WeTechnically Co-Sponsor

Charge Will Be $1000 Plus $15 / Conference Record Paper in Xplore

NPSS Will Be Charged, But…

Simple Mechanism for NPSS to Pass Charge to Conference, If We So Desire

04/20/239

• Need to Decide Which Conferences We Should Charge• Need to Start Communicating With Them!

• Need to Decide Which Conferences We Should Charge• Need to Start Communicating With Them!

My Suggestion

Conference Always Pays for the First N Conferences (N=3-5?)

After N Conferences, Decide Whether NPSS or Conference Pays

04/20/2310

Long-Term Relationship (≥3 times)– RADECS (forever…)– SCINT (2007, 2009, 2011, 2013, 2015)– ANIMMA (2009, 2011, 2013, 2015)– ICALEPCS (2009, 2011, 2013, 2015?)– Megagauss (2006, 2008, 2010, 2012)– EML (2010, 2012, 2014)– BEAMS (2010, 2012, 2014)– SORMA (2008, 2012, 2016)

Short-Term Relationship (≤2 times)– HST (2009, 2010)– IPMHVC (2012, 2014)– NPIC/HMIT (2009)– PSMR (2014, 2015) Red = Financial

New Tools (Available Now)

04/20/2311

“Venue Select”– Aggregate hotel buying power across IEEE

– Lower room rates, better concessions

– To use, contact MCE / Caroline Johnson (c.j.johnson@ieee.org)

Streamlined MOU– Fewer questions, less “legalese”– No “New York Law” requirement

for conferences outside the US

Two Conference Registration Software Packages– Cvent (better for larger events)

– RegOnline (do-it-yourself for small event)Webinar w/ Caroline on Dec. 2 Webinar w/ Caroline on Dec. 2

Webinar w/ MCE Contact Person(Caroline Johnson)

04/20/2312

Tuesday, December 2, 2014 2:00 PM (NJ Time Zone)

Topics:

– Conference-related reports desired by NPSS

– NPSS-specific processes(e.g., conference budget approval)

– Capture & central storage of conference info

– Conference organizer education & training program

– New style events

– RegOnline (conference registration software tool)

Bo Yu Will No Longer Support His REGISTRATION Software!

04/20/2313

“Bo Yu Registration Software” is actually from a third party company. Tony Lavietes will interface with company?

Other Compatible Registration Packages Exist– Ones offered by IEEE (Cvent and RegOnline)

– Event Class (high-powered)

Bo Will Continue to Support his Abstract Management Software

My Concerns Expressed at Last MeetingWere Premature…

My Concerns Expressed at Last MeetingWere Premature…

TC Chairs: Please Provide InfoOn Each Conference (Including TCS)

04/20/2314

Total Number of Registrants# of Registrants from North America (Regions 1-7)# of Registrants from Europe (Region 8)# of Registrants from Latin America (Region 9)# of Registrants from Asia (Region 10)

# of Abstracts Submitted# of Abstracts Accepted# of Short Courses# of Exhibits