Track chair: Notifying accepted and rejected authors
Once you've recorded all your decisions, as a track chair you also have access to publish the results to all authors on your track and notify them. This article will bring you through the steps of notifying your accepted and rejected authors.
Some conferences do not wish track chairs to do this and prefer to centrally manage communication to authors. Please ensure your conference organizers are happy for you to contact authors before proceeding.
Step 1) Click on Publish Decisions
Once all decisions are made, a green button Publish Decisions will appear in the top right corner of your screen. By publishing, this won't trigger any email to the authors but if they login, they will see your decision.
When you click on the button it will change into grey colour and prompt you to go back to your dashboard.
You'll now see a decision card with prompts to notify your Accepted Authors and Rejected Authors.
Step 2) Notify accepted authors
Click on the Notify Accepted Authors prompt. You'll be redirected to the Communication hub of the system, where you can customise your email.
First, you will be offered the choice of filtering the recipients list. You can filter by acceptance format (the decision format for each submission) and which groups of authors should receive the acceptance letter (author type); all accepted authors, the corresponding author for each submission or all presenting authors.
The recipients list below will update to show who should receive this message and you can select Next when ready to proceed to the next step.
On Step 2, you then can edit the email text, use macros (you can read more about macros here) and add your Subject line:
If conference chair enabled RSVP option for your conference this email template will look a slightly different and describe the RSVP details to the authors. More about RSVP you can read here. Below is the template that will be used if this option is active:
If you are happy with the content of an email scroll down to the bottom of the page. You will have 2 different options before you send out your decision notification:
From Name: this field indicates who the message will appear to come from. You will be able to choose from the names of the conference administrators or use the conference short name.
Reply To: here you can set who should receive any responses. You can choose the conference email or the email of one of the administrators.
When those settings are configured select Next to see your email Preview. In Step 3 of communication hub you can send a preview email to yourself or any other administrator in the system.
Tip: You should always send yourself a preview before clicking send to all, and especially if you are unsure about any of the macros.
When ready you should select the green Next button to move to the final step and send it out:
You should then repeat the process until you have emailed all accepted authors! Once that is done, the notify accepted authors option will change into View Accepted Submissions and let you know all accepted authors have been contacted.
Step 3) Notify rejected authors
If all your accepted authors are notified your Notification of Decision card will change and you will see only one prompt to Notify Rejected Authors:
When you select this you'll be redirected to communication hub of the system, where you can customise the email. The process and steps for sending out rejection emails are exactly the same f as for the acceptance notifications outlined above.
Note: This email template can only be accessed by clicking on the notifications prompts from the dashboard. It won't be in the list of templates in the system mailing section.