Papers, works-in-progress, case studies, workshops and symposium proposals must be submitted online to the appropriate ASAC division through the ASAC 2021 ScholarOne submission site.
- The submission site will close at 12:00 midnight (Eastern Standard Time) on Friday March 5, 2021.
- There will be no submission deadline extension.
- Papers should not be sent directly to divisional officers. If this happens, the Divisional Editor should inform the author that he/she must submit the paper via the submission website.
- Do not accept late papers. No exceptions should be made to this rule. The submission site will no longer accept papers after the deadline.
- Any exceptional circumstances requiring consideration should be brought to the attention of the VP Program and Conference Program Coordinator.
- Click here for Divisional Editor instructions.
- Click here for reviewer instructions. Divisional Editors will need to download and share these with their reviewers who are not a divisional officer and do not have access to this Survival Guide.
- Click here for Program Coordinator instructions.
- Prior to the submission deadline, the Divisional Editor should monitor the number of submissions to their division through the submission site.
- If submission numbers are low, the Divisional Editor and/or Division Chair can send reminders to the division’s members that the submission deadline is fast approaching. The division’s officers can also contact potential contributors and ask them to submit papers. If the deadline arrives and a division discovers that it has very few submissions, it will be too late to change this situation.
- Divisional Editors should review submissions as they arrive (not only after the submission deadline has closed) and ensure that papers follow APA style and do not contain plagiarized material.
- Papers that do not follow APA style must be returned to the authors for revision, as long as the revised paper is returned prior to the submission deadline. No resubmissions will be accepted after the conference deadline. Papers that are identified as containing plagiarized material should be shared with the VP Program for a mutual decision on how to proceed.
- Divisional Editors and reviewers should ensure that submitted papers are appropriate for the subject(s) related to their division. If the Divisional Editor feels that the topic of a paper is better suited to another ASAC division, they may contact the author and suggest that the paper be re-submitted to a more appropriate division. The author is responsible for withdrawing the paper and re-submitting it to a more appropriate division if they so choose.
Sending Submissions to Reviewers
Being prepared is your best way to ensure (relatively) smooth submission and review processes.
- Before the submission deadline, the Divisional Editor should have a list of enough reviewers to review all of their submissions. Do not wait until the deadline to prepare for the process of distributing submissions to reviewers.
- Please make time available after the deadline to promptly distribute submissions to the reviewers. Any delay at this point creates delays later on that will affect the preparations for the conference, and delay the announcement of the final conference program.
Please do not send submissions out for review before the submission deadline. Even if reviewers are able to start reviewing before the deadline, to avoid the appearance of any bias in the review process, submissions should not be circulated until after the submission deadline.
Before sending submissions to reviewers, the Divisional Editor should:
- Ensure all author identifying information is removed from the electronic file.
- Try to match submission topics with each reviewer’s stated areas of expertise and preference. This improves the quality of reviews and tends to speed up the review process.
- Watch out for situations that can bias (or give the impression of biasing) the double-blind review process. For example, try not to send submissions to reviewers located at the same university as the paper’s author or co-authors, or to those who have worked collaboratively with the author(s). Please inform reviewers that if they feel they are in any way unable to provide a review that would generally be perceived as equitable, fair and unbiased, they should return the submission to the Divisional Editor and ask that it be reassigned to another reviewer.
- When a submission is sent to a reviewer, also send one evaluation form for the submission, with the reviewer identification number and the submission identification number filled in on the form. There is a specific evaluation form for each type of submission – paper, works-in-progress, workshop, and symposium.
- Remind reviewers of the deadline to complete and submit reviews, as published in the table of Schedule and Deadlines for Divisions. Please emphasize to reviewers the importance of the timely submission of reviews, because completed reviews are necessary to create conference and divisional programs.
- Some divisions have symposium proposals reviewed by a divisional officer, rather than being sent to reviewers for the normal review process. The Divisional Editor and the Program Coordinator should mutually determine the number of symposia accepted, ideally after the number of accepted papers is known.
Reminders to Reviewers
It is advisable for the Divisional Editor to send a friendly reminder by email to reviewers periodically. Send a reminder at least two weeks prior to their deadline to submit reviews, and consider more reminders as necessary (a helpful practice is to send reminders one month out, two weeks out and a final reminder one week before the deadline). If reviews are not received by the deadline, the Divisional Editor should try as soon as possible to contact the reviewer to request completion. It is helpful to have backup reviewers on call if a reviewer backs out of their commitment or fails to respond; another divisional officer may also be asked to provide a review if necessary. Divisional Editors may also want to note the name(s) of any reviewers who do not fulfil their responsibilities and pass these names along to next year’s Divisional Editor.
Prompt notices of the outcome of the entire review process are important to participants and conference organizers alike.
- As reviews are received, the Divisional Editor should update their record of completed reviews, and compile the reviewer ratings for each paper. It is easier to do this as reviews arrive, instead of leaving them all to the end with a deadline looming. Although there is a deadline to notify authors of the outcomes of the review, accept/reject decisions can be communicated to authors as soon as all reviews have been received by the Divisional Editor and the results of the reviews have been compiled.
- The acceptance and rejection deadline is included in the table of Schedule and Deadlines for Divisions. Decisions should be communicated to authors by the Divisional Editor before this deadline.
- Please ensure you have time available prior to this deadline to make and communicate your accept/reject decisions. A delay at this point creates delays for the conference organizers that ultimately affect all divisions and participants.
Making Accept/Reject Decisions
The number of accepted or rejected proposals for each division depends on:
- The division’s criteria for acceptance
- The number of program sessions available to the division
A quality program means accepting only quality papers and symposium proposals. The most important factor in the accept/reject decision should be the quality of the submission, as determined by reviewers’ ratings. To this end, it is a good idea for the divisional officers to discuss:
- What if there are significant disagreements between raters of a paper? For example, do we use the middle review scores, get an additional review, or defer to the judgement of the divisional officers?
- What if we have many high-quality papers but not enough program space for all of them? For example, including more papers per session, each with a shorter time to present, will allow for more papers to be presented during the conference. Not having a formal discussant at a session can make room for an additional paper presentation.
- Should we reduce the number of accepted papers if the reviewer ratings suggest that many of the papers are lower quality? Do we reduce the number of sessions in our division, or look to similar divisions to see if we can create a joint session?
Also consider acceptance criteria around works-in-progress. While valuing the developmental nature of the conference, there should be sufficient rigour and thought in works-in-progress to justify and support it being included for presentation in the conference. Look for proposed papers that have sufficient depth of thought and consideration of existing research, and represent promising candidates for further discussion and development as part of the divisional program.
Whatever decisions the division makes, the Divisional Editor and the Program Coordinator should make sure that there is enough room in the divisional program for all of the accepted papers. The divisional program will be developed in collaboration between the Divisional Program Coordinator and the Conference Program Coordinator. The total number of sessions in the program is based on the number of submissions and the amount of room space available at the conference site. Paper sessions typically contain three or four papers; divisional speakers and symposiums require one session each. However, we encourage divisions to develop new formats and methods for their sessions to provide new ways of collaborative and engaged feedback for submitters.
Communicating Accept/Reject Decisions
- The Divisional Editor communicates the decision of acceptance or rejection to the corresponding author of each submission. The email stating the accept/reject decision should include Part B of the reviewer form for the author’s manuscript. Please do not send Part A of the review form to authors. Please also inform authors that once the acceptance decision has been communicated, no changes are permitted to the title, abstract or author(s) of accepted papers/ works-in-progress/ cases/ symposiums and workshops.
- The deadline for sending accept/reject decisions to corresponding authors is included in the table of Schedule and Deadlines for Divisions.
- The Document Library contains templates for communications to authors: PAPER ACCEPTANCE, WORKS-IN-PROGRESS ACCEPTANCE, CASE STUDY ACCEPTANCE, SYMPOSIUM OR WORKSHOP ACCEPTANCE, and REJECTION EMAILS.
- Be sure to thank your reviewers for their work. Reviewers play a critical role in the success of this and future conferences. Appreciating them for their effort is a small gesture that goes a long way to sustaining goodwill and willingness to contribute in the future. A suggested text for a THANK YOU TO REVIEWERS email is available in the Document Library.
- The Divisional Editor must provide the Conference Program Coordinator with a full and accurate list of accepted papers, including full titles, full author names, and institutional affiliations for each author. The deadline for this appears in the table of Schedule and Deadlines for Divisions. The Conference Program Coordinator will communicate directly with divisions to coordinate this process.
Titles and abstracts of ALL submissions accepted for the conference will be included in the Conference Proceedings. This is not a published document and will be available only to ASAC members through the ASAC website.
Each division will select a maximum of 5 papers (or 25%, whichever is larger) to appear in full text in the proceedings of the conference. However, the authors of these selected papers may choose to not have the full text of their paper appear in the Proceedings. The divisional award-winning papers will be selected from the 5 papers (25%) chosen for the Proceedings, and will be recognized as such in the Proceedings. Authors may choose to not have the full text of their paper included in the proceedings.
All divisions are to prepare a proceedings document. There is no requirement for full papers to be published. In keeping with the developmental nature of the conference and the opportunity to use the conference to get feedback on papers for future publication, divisions may also choose to have an abstract-only proceedings.
Each division must submit its divisional Proceedings to the Proceedings Editor by the deadline published in the table of Schedule and Deadlines for Divisions. It is the responsibility of the Divisional Editor and Program Coordinator to ensure that all accepted papers/symposiums are accurately listed in the Proceedings following the DIVISIONAL PROCEEDINGS TEMPLATE. Materials required for the Proceedings are, in order,
- Title page with division name and listing of divisional officers, in English & French.
- The list of divisional reviewers
- Full text of Best Paper (or abstract if the authors do not want the full text included)
- Full text of Honourable Mention Paper and/ or Best Student Paper (or abstract if authors do not want the full text included).
- Full text of other papers chosen for inclusion in proceedings, where a division chooses to publish full-text papers.
- Abstracts of all papers that were presented but whose full texts are not included in proceedings.
- Summary of symposia and workshops.
All the above listings must include full author names and institutional affiliations, along with the paper’s full titles. Please submit a single file containing this information, in Microsoft Word format and using the current Divisional Proceedings Template.
Determining Top 5 and Award-Winning Papers
Each division is entitled to give a Best Paper award, and can (optionally) give up to two secondary awards (e.g. Honourable Mention or Best Student Paper), as well as an award for Best Reviewer. These awards are prepared and paid for by ASAC under the supervision of the Conference Program Coordinator. The Best Paper awards from all divisions will be presented as part of a formal awards ceremony at the conference. Each division is responsible for presenting remaining awards during divisional events. This may be the Divisional Meeting, or at another suitable event.
Most divisions grant the Best Paper award (and any secondary award) to the papers receiving the highest ratings from the reviewers. Some divisions, however, have a separate review process conducted by having a committee of respected scholars to choose the best paper for the division. Divisions may choose which method of determining award winners they prefer to use, but if there is a separate review process, it must be a double-blind review process and must adhere to the same policies and practices as the standard review process.
Work-in-progress submissions are not eligible to receive an award. Divisions may also choose to not award any papers. This decision may be made as a result of receiving a lower standard of submissions and/or only receiving work-in-progress submissions.
Points and Guidelines for Deciding Which Papers Get Considered for Awards and Full-Text Inclusion in the Proceedings
- The titles and abstracts of all papers accepted to the conference will appear in the Proceedings. Each division will select a maximum of 5 papers (or 25% of their submissions) to appear in full text in the Proceedings.
- To be eligible for a Best Paper award, a paper must be one of the 5 papers (or 25%) chosen by the division to appear in full text in the proceedings. A paper does not have to appear in full text in the Proceedings to be eligible for the best paper award.
- Should the author(s) of the papers chosen for full-text inclusion in the proceedings prefer to not have the full text of their paper included, they must inform the Divisional Editor by the deadline published in the table of Schedule and Deadlines for Divisions. This is noted in the EMAIL TO AUTHORS OF PAPERS ACCEPTED FOR FULL-TEXT INCLUSION IN THE PROCEEDINGS.
- To be eligible for a Best Student Paper award, a paper must be authored solely by students.
- Divisional Editors are not eligible to receive an award from their own division in the year that they are the Divisional Editor.
- The Divisional Editor should send a letter to the authors of the award-winning papers notifying them of the award as soon as possible after the decision has been made. Authors should be informed that awards to papers will be withdrawn if at least one author has not registered for the conference by the one-author registration deadline.
- The Divisional Editor should inform the Conference Program Coordinator by the program submission deadline. Awards papers should also be highlighted in the first draft of the program when submitting to the Conference Program Coordinator using the template.
- ASAC funds and recognizes a maximum of three paper awards plus one best reviewer award per division. The conference organizers will organize and produce these three awards. Divisions can create additional awards, but they are fully responsible for creating these awards and recognizing recipients.
Points and Guidelines for Deciding Best Reviewer Awards:
Some divisions offer “Best Reviewer” awards to individuals who submitted constructive and helpful reviews. These awards are an honour that is easy to bestow, and which have an important positive impact, not only for the recipient but also for others who see the importance of providing high quality reviews. These awards are given at the divisional meeting. The decision to give such awards, and the criteria used to determine the recipients, are at the discretion of the divisional officers, however we recommend the following suggestions:
- Timeliness: The review assignment was completed within the time limits established by the division editor.
- Clarity: The review was easily read and interpreted by the division editor and authors.
- Helpfulness: Comments were constructive, relevant, and realistic.
- Thoroughness: The review gave adequate consideration to all aspects of the paper including methodology, figures, interpretation and presentation of results, ethics, relevance, etc.
When presenting the award, we encourage taking the time to identify and highlight the contributions of the reviewer, and the factors in their reviews that contributed to them receiving the reward. Use the opportunity to highlight what makes a valued reviewer for others who are participating, and who may review in the future.
Submit Divisional Program
The Divisional Editor must provide the Program Coordinator with a list of accepted papers (full titles) including authors and their affiliations immediately after the accept/reject decisions have been communicated. The deadline for this is included in the table of Schedule and Deadlines for Divisions. If the list is not provided by this deadline, the Program Coordinator should contact the Divisional Editor immediately.
It is the responsibility of the Divisional Program Coordinator to create the divisional program, based on the acceptance/rejection decisions and in consultation with the Divisional Editor and the Division Chair. The divisional program will be developed in collaboration between the Divisional Program Coordinator and the Conference Program Coordinator. Full instructions for creating your Divisional Program through AbstractCentral can be found here.
Before starting to plan sessions, the Divisional Program Coordinator should contact the authors of all the accepted papers to ask if they have had papers accepted by any other division. If they have, the Program Coordinator will need to contact the other division to coordinate the scheduling of that author’s papers to ensure that the author is not scheduled in two sessions happening at the same time.
Joint sessions between divisions are encouraged. The Divisional Editor should review papers as they are received and should notify divisions of papers submitted to them that may be relevant to their program. If a division accepts a paper which may be relevant to another division, the Program Coordinator is encouraged to contact the other division to see if a joint session is feasible.
A Chair needs to be assigned to each program session. The Chair’s job is to host the session and to moderate discussion. Some divisions also assign Discussants to each session. The Discussant provides verbal feedback on each paper presented. Getting volunteers for session chairs is similar to seeking reviewers, and successful approaches use many of the same techniques. Also consider inviting former or candidate members of the divisional executive to participate as session chairs or discussants.
Papers are typically organized into sessions by subjects, with papers on similar or related subjects being assigned to the same session. The Program Coordinator organizes the sessions and assigns a descriptive title to each session.
The divisional program that is submitted to the Conference Program Coordinator must follow the formatting outlined in the template that will be provided and must include:
- the full title of each paper
- the full names of the authors of each paper
- the institutional affiliation of each author
Please ensure that all of this information is accurate and correctly spelled. The Conference Program Coordinator will provide a template to divisions to use which will provide an example of the standard information to include and formatting to follow.
The program should also indicate the session number or time for each session. Special sessions and divisional speaker sessions must also be included in the program. The deadline for the Divisional Program to be submitted to the Conference Program Coordinator is included in the table of Schedule and Deadlines for Divisions. Divisional editors may then communicate the divisional programs to their members as tentative to allow authors time to start planning their travel and accommodations.
Please keep in mind that scholars are more likely to attend the ASAC conference if they have an active role in the program. At some institutions, funding is allocated only if a conference attendee is a participant in the program. While the limited number of sessions restricts the number of papers accepted by a division, there are other ways to increase the number of conference participants. The Program Coordinator should consider giving Chair and Discussant roles to scholars who will not otherwise attend the conference, or who may not be able to receive funding from their institution without being listed in a formal role on the program.
Inform Presenters of Divisional Program
It is essential that all presenters at the ASAC conference be informed of the date and time of their particular session well in advance. After your division’s program has been sent to the Conference Program Coordinator, the Division can distribute the Divisional Program as tentative to all presenters, session chairs, discussants, panel members, and other participants in the program. The Division can indicate to members that the final conference wide program will be available on the ASAC website.
The Program Coordinator should also send session chairs and discussants copies of the papers for the sessions to which they have been assigned. Divisions are also encouraged to send details of the program to their widest network of potential attendees, to encourage attendance at the conference.
Thank you Email to Reviewers
The success of the conference relies heavily on good reviewers. The Divisional Editor should make sure that each is thanked for his/her time and contribution. A template for a THANK-YOU EMAIL to reviewers is in the Document Library.
Send Call for Nominations for Divisional Executive Officers
Each ASAC division has three executive positions: Division Chair, Divisional Editor, and Program Coordinator. In smaller divisions, the positions of Divisional Editor and Program Coordinator may be combined. In some divisions, two people may share the duties of one position if there is a large amount of work associated with that position, or if an individual is unable to fulfil the responsibilities of the position on their own.
After the division program has been finalized and circulated, the Division Chair usually sends out an email CALL FOR NOMINATIONS to solicit nominations for the Program Coordinator position for the following year’s conference. Divisions may also have to solicit nominations for other positions if the person currently in the position is not able to continue as a divisional officer in the following year. Nominations for vacant positions should be sent to the Division Chair along with a brief résumé of the candidate. These should be received by the Division Chair by the start of the ASAC conference.
Actively promote and market the opportunity to participate in a division as a volunteer on the divisional executive. In addition to promoting the opportunity to divisional members by email, consider approaching directly members of the division who have been active, regularly submitted papers or otherwise have participated in this and previous conferences. Consider in particular scholars who are at a point in their careers where involvement and contribution to the profession will help contribute to their personal development and career advancement.
The nominations for divisional officer positions are presented to the division members for voting at the annual meeting of the division, held during the ASAC conference. Typically, the Program Coordinator becomes the Divisional Editor the following year, and the Divisional Editor becomes the Division Chair the following year. Thus, Program Coordinators should be aware that they are accepting a three-year commitment to being a divisional officer.