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Editor

Summary of Duties

1. Make sure that all conference forms and documents are updated and sent to the Webmaster for placement in the archive (http://www.ccsc.org/northwest/docarchive/toc.html).
2. Send all relevant information and documents to the national editor for placement in the journal.
3. Attend regional board meetings
4. Attend the program meeting

Timeline

• October
  • Attend board meeting after conference.
  • Inform new conference chair, papers chair, panels&tutorials chair, poster chair, program chair of the archive and their role in the editing process. It is not your job to update the documents, however, it is your job to make sure they get updated correctly and that they get placed in the archive.
• January
  • Attend regional board meeting
• April
  • Attend program meeting to determine which papers are accepted.
  • Coordinate with papers and panel&tutorial chairs about what items the authors must be send directly to the editor. These items must be received by early June and include the following:
    1. the final version of the correctly formatted paper/panel/tutorial document
    2. copyright forms (author release) - all paper authors must sign a copyright form (long version), although it is possible for one author to sign for another. Any members of a panel or tutorial who contribute to the 2 page document that goes in the journal must sign a copyright form (short version). Note the short copyright forms only apply to documents that are at most two pages long. Panels & tutorials should never be longer than this but, if they are, the longer copyright form needs to be used.
    3. registration form.
    4. check or money order to cover registration fee.
    5. biographical sketch (paper authors only). These will be given to moderators at conference.
    6. Audio-visual forms indicating what equipment will be needed (these get sent to conference chair).
• May
  • Contact the authors via email to make sure they know they need to send documents to you (cs faculty are not always very good about following or remembering instructions). Besides, many people are traveling by June, so they may not be accessible. It is best to establish the contact before then.
• June
  • Once the above documents are collected from the authors, the editor must
    1. Send the registration forms and fees to the registration chair. Contact registration chair to find out when and where this needs to be done. Note, if an author does not register, their work cannot be placed in the journal!
    2. Send the a/v forms to conference chair. Contact conference chair to find out when and where this needs to be done.
    3. Send the bios to conference chair or hand them out yourself to the moderators at the the conference.
    4. No later than mid-June, the following items below need to be sent to the national editor (John Meinke). This is generally done by placing them on the ccsc ftp site (discussed later). These comprise the items that go in the journal. Look at last year's journal to see an example of what is needed.
       • All of the paper/panel/tutorial submissions. You must first check that all follow the length and format requirements.
       • All copyright forms. Ideally, they should be scanned to pdf or other digital format and sent to national editor either by email of through the ftp site.
       • the list of moderators
         • name, affiliation (get these from program or conference chair)
       • steering committee members
         • name, position, affiliation (from ccsc-nw website or conference chair)
       • regional board members (from ccsc-nw website)
       • welcome message (from conference chair)
       • list of reviewers
         • name, affiliation (from papers chair)
       • keynote speaker info - (from speaker's chair)
         • name, affiliation, title
         • abstract of talk (this is optional)
         • copyright form (short version) signed by the speaker (only needed if we have an abstract)
         • av form and bio (these could be given directly to the conference chair if you want)
         • the speaker might want to fill out a conference registration form (they don't pay, of course) just so we know how many meals to order and whether they are vegetarian. However, they don't have to fill out the form if they don't want to.
       • dinner speaker info (if there is a dinner speaker) - same as for the keynote speaker.
       • the latest program (from program chair). This doesn't actually go in the journal but the national editor uses it as a way to double check that he has all of the submissions.
• Oct
  • Hand out bios to moderators.
  • On or before conference, let authors know that we will be placing slides or other presentation materials on the CCSC-NW website. This is completely optional on their part. These materials should either be given to the editor at the conference or emailed to the editor or webmaster shortly before or after the conference.

FTP Site

The ftp site is ftp www.ccsc.org. Ask the previous regional editor for login and password. Once you are into the site, go to ccsc.org/www/northwest and create a new folder (e.g. called 2008/submissions). Place all documents here. Email national editor to inform him that documents are there. Items can be placed incrementally as you get them done. The sooner you get them there, the sooner the national editor can start to process them.

CCSC Databases

This database contains mailing lists for all of the regions. To access it, you need to obtain the location, login, and password from previous editor.