Survival Guide: General Information and Timeline

ASAC 2023 Key Conference Contacts

VP Program	VP Program Elect / Conference Proceedings Editor
Deryk Stec Deryk.Stec@dal.ca	Stéphane Goyette stephane.goyette@usherbrooke.ca
Conference Manager	Doctoral Consortium Coordinator
Rory O’Neill rory.oneill@asac.ca	Andre Laplume alaplume@ryerson.ca
General Conference Inquiries
conference@asac.ca

ASAC 2023 Divisional timeline  

DATE	ACTIVITY	RESPONSIBLE
Nov 2022	Post and distribute Call for Papers, Works-in-progress, Cases, Symposiums and Workshops. Divisional officers to distribute throughout their networks	VP Program Divisional officers
Nov 2022	Distribute request for potential reviewers Prepare forms and letters for review process	Divisional Editor
Dec 9, 2022	Email reminder / follow up Call for Papers	Divisional officers
Jan 6, 2023	Deadline for divisional speaker proposals to be submitted to VP Program	Division Chair
Jan 11, 2023	Approval of divisional speaker proposals.	VP Program
Jan 9, 2023	Follow up on request for reviewers	Divisional Editor
Feb 3, 2023	Email reminder / follow up Call for Papers	Divisional officers
Feb 3, 2023	Confirm divisional speaker acceptance to participate to VP Program	Division Chair
Feb 10, 2023	Finalize list of reviewers	Divisional Editor
Feb 17, 2023 midnight ET	Submission deadline: papers, works-in-progress, cases, symposiums & workshops
Feb 22, 2022	Date by which all submissions are to be distributed to reviewers	Divisional Editor/ Reviewers
Mar 17, 2023	Deadline for receipt of reviews	Reviewers/ Divisional Editor
Mar 22, 2023	Begin identification of award winning and honourable mention papers	Divisional Editor
Mar 31, 2023	Acceptance decisions made; decisions communicated to authors. Award recipients identified and informed. Indicate to authors the registration deadline (May 7) to be included in the conference program. At least one author must be registered for a paper to be included in the program.	Divisional Editor
Apr 14, 2023	Confirm divisional speakers commitment to participate and specific details of session.	Program Coordinator
Apr 7, 2023	Begin confirming at least one author per accepted paper is registered for the conference. Send reminder to all accepted/unregistered authors.	Program Coordinator
Apr 21, 2023	Deadline for at least one author to be registered – remove papers from program with no authors registered.  Program coordination process to begin.	Program Coordinator Conference Program Coordinator
May 5, 2023	Divisional program complete. Distribute tentative divisional program to divisional members.	Program Coordinator Conference Program Coordinator
May 5, 2023	Thank-you letters sent to reviewers	Divisional Editor
May 5, 2023	Divisional Proceedings sent to conference proceedings editor	Divisional Editor
May 5, 2023	Send Call for Nominations for incoming divisional officers to division members	Division Chair
May 12, 2023	Divisional program/full conference schedule finalized; communicated to all participants	Program Coordinator
June 3-7, 2023	Chair divisional annual meeting at the ASAC conference	Division Chair

 

Communicating with Divisional Members

Our membership system allows for Division Chairs to email their division membership. To do so, you need a separate account on the membership system website. This is different from your ASAC membership account at www.asac.ca.

We will set up an account for each Divisional Chair in the membership system. Instructions for logging in are below. Note that only Division Chairs are being given access to this functionality. If you would like to assign someone else this role please submit a request (from the Chair and the proposed officer) to Rory (rory.oneill@asac.ca).

Instructions for contacting divisional members through membership system:

• Go to https://membershipworks.com/admin/#myaccount
• The first time you log in, select the Request Password option and use your email address that we have emailed you at previously / you provided us.
• Your new password will be emailed to you. You can use it to log into the membership system.
• When you log in, click on “Folders”. You should see a folder with the name of your division. Click on the folder.
• You will now see all of the members of your division.
• In the top menu there is an Email tab. Select this tab.
• Choose who you would like to email by selecting people from the left side of the screen. The default is to email everyone.
• Input your subject and your email.
• Click Preview and Send.
• If you would like to add an attachment, click the “Click Here to Add Attachments” link.
• Click Send.
• To log out of the system, select the Organization Settings option on the left-most side of the screen. Then select Sign Out from the top tabs.

Division Chairs’ Council Meeting

The Division Chairs’ Council, headed by the ASAC VP Program, is the body through which divisions communicate with the ASAC Board of Directors. This annual meeting takes place at the ASAC conference and is an opportunity for the divisions to share feedback on the conference and ideas to improve processes involving the divisions. It is also an opportunity for divisional representatives to meet and network with each other. The intention of this conversation is that it be a strategic focus on how to continue to evolve the conference experience and continue to ensure its relevance and value to members. Participants are asked to think about opportunities to enhance the on-going viability of the conference and ensure it is a valuable experience for all members. We encourage all divisional officers to attend if possible. A Divisional Editor who plans to move into the role of Division Chair may wish to attend to be informed about ASAC’s planned activities in the coming year. 

Division Annual Meeting

Division annual meetings are typically held on the Sunday or Monday of the conference, following the division’s last paper session of the day. Program Coordinators should include the meeting time and date in the divisional program they submit to the conference chairs. The business that is conducted at this meeting typically includes:

• Presentation of divisional awards other than Best Paper
• A report by the Division Chair on the division’s activities over the past year, and on the activities leading up to the conference (e.g. number of papers submitted/accepted, number of reviewers involved)
• Discussion of issues arising out of the Divisional Chairs’ Council meeting or the ASAC board of directors meeting
• Discussion of activities for the division in the coming year
• Election for incoming Program Coordinator, and election for any other divisional officer position that is vacant

Division Chairs are encouraged to circulate an agenda for the meeting to the division’s membership in advance of the conference. Session chairs are also encouraged to announce the date, time, and location of the meeting at each of the division’s paper or symposium sessions.

At the conclusion of the meeting, Division Chairs should provide an update to the VP Program and VP Program elect (and conference@asac.ca) on the executive members for the subsequent year.