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American Chemical Society
Welcome to the Program Chair Leadership Training Indianapolis, 2013
Member Communities, Volunteer Support Membership & Scientific Advancement Division (MSA) January 14, 2013
Topics for Discussion
• • • • • • •
Core Responsibilities Top Action Items for a Successful Program Even Programming Top 10 Tips (from Program Chairs) for a Successful MPPG & Thematic Programming ACS Presentations on Demand Visas & the ACS National Meeting American Chemical Society
Core Responsibilities of Program Chairs
• Call for Papers • Session Management • Preliminary Program • Final Program • Other Responsibilities
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Call for Papers
• Develop the technical program with symposium organizers and enters it into PACS as oral and poster symposia • Assign a symposium organizer to each session in PACS • Designate the symposia as either accepting contributed papers or only invited papers.
• Symposia enter into PACS will be published in the C&EN article which coincides with the abstract submission opening date
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Session Management (with Symposium Organizers)
• • • • • • • • Accepts or reject abstracts Creates new sessions as needed to accommodate abstracts Arrange the accepted abstracts in the sessions Assign each presentation a duration Assign session duration for poster sessions Inserts non-technical events (e.g., introductory or closing remarks) Assign moderators/presiders for oral sessions Optional: Schedule high-quality abstracts into Sci-Mix in accordance with the restrictions (a maximum of 20 or 10% of total number of accepted papers for the division, whichever is larger).
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Preliminary Program
• • The preliminary program shows the symposia titles and their scheduled days. Your finalized preliminary program will require the following session information to be entered in to PACS: – Session Date – Session Time – Session Half-Day (AM/PM/EVE) – Session Type (Oral/Poster/Sci-Mix) – Estimated Attendance – Session Track (Room Assignments) – Session Duration (Poster Sessions) Your sessions must be arranged in compliance with Even Programming Rules. Once your preliminary program is submitted you will not be able to add more sessions to your program
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Final Program
• Identify any abstracts assigned to sessions of a type that conflict with author’s preferred presentation format • Note all cosponsors • Resolve any presenter conflicts • Remove duplicate abstract submissions • Optional: Submit Grey box information
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Other Responsibilities
• Arranges for non-technical events such as coffee breaks, social receptions associated with award presentations or poster sessions, and committee rooms.
– Any member of the division executive committee has the authority to make non-technical event requests. In most divisions, the program chair makes the arrangements associated with the technical program, and the division chair makes the committee room requests associated with governance functions.
– Symposium organizers must always ask the acting program chair to make event requests pertaining to the technical sessions.
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Division Sponsored Registration
• Registers sponsored speakers —if the division wishes to pay for the speaker’s registration fees.
– At the time registration opens, the ACS PACS Program Administrator sends the current program chairs and treasurers password access to the Division Sponsored Registration site.
– Using the password they can register
non-member
sponsored speakers at a special one-day registration rate or
member/non-member
sponsored speakers at the prevailing member/non-member registration rate. – Symposium organizers must always ask the program chair to make these special registrations.
– The division treasurer is also sent the password and may register the invited speakers instead of the program chair.
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Half-day Session Attendance
• • • • • Your division rely on the information gathered from the session attendance reports for your session The session attendance information from the report is used in calculating the annual division allocation It is the responsibility of the moderator/presider to make sure the form (provided in each session room) is filled in accurately and turned in Staff will enter session attendance information collected at the meeting into PACS Program Chairs may enter missing information into PACS for a period of time after the meeting
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QUESTIONS?
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Top Action Items for a Successful Program at a National Meeting
1. Know and Adhere to Deadlines 2. Take Advantage of PACS Training for Program Chairs 3. Build a Team 4. Understand Your Finances 5. What to Do Onsite 6. What to Do After the Meeting
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1. Know and Adhere to Deadlines
Indianapolis 2013 National Meeting Timeline
Activity
Call for Papers from Program Chairs due to ACS Call for Papers Published in C&EN PACS Opens for Author Abstract Submission PACS Closes to Authors
(Recommended)
PACS Closes to Symposium Organizers
(Recommended)
Preliminary Program from Program Chairs due to ACS Room Requests Final Program from Program Chairs due to ACS (PACS Closes to Program Chairs) *Preliminary Program Publishes in C&EN *Final Program publishes in C&EN Indianapolis Meeting Begins
__Date
12/10/2012 1/21/2013 1/21/2013
3/18/2013 4/1/2013
4/22/2013 4/19/2013 5/6/2013 6/24/2013 7/29/2013 9/8/2013 *
Preliminary dates. Subject to change according to C&EN deadlines
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2. PACS Training
To be successful and eliminate many hours of “volunteer service ”: Make note of any Program Chair/Symposium Organizer PACS trainings Encourage symposium organizers to attend webinars and make use of user guides and posted webinars Don’t wait until the last minute to work on your program Make use of staff
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3.
Build a Team
Identify symposia/session organizers Educate them on the quantity of work required Be honest, tell them what they have volunteered to do
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4. Understand Your Finances
Communicate financial resources and limitations to symposium organizers Provide clear and accurate reimbursement policy to symposium organizers for funding available to presenters, including: – Airfare, Registration, Hotel, None Provide written documentation to invited speakers defining financial considerations available to them Define reimbursement procedure – “When, Where and How do I get my money.” Find Money to enhance your program: – Thematic programming grants – Division grants – Look for sponsorships
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5. What to Do On-Site
Check in with the ACS Operation’s office team.
Review your events with the ACS Operation’s office team.
Walk your rooms.
Remind presiders to complete Half-day Session Report.
Maintain on-going communication with symposium organizers and presiders (touch base with them several times).
Confirm submission of Half-day Session Report on a daily basis.
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6. After the Meeting
Confirm that Half-day Session Report reports have been entered into PACS Session reports factor into division allocations Missing reports reduce division allocations
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QUESTIONS?
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American Chemical Society
Even Programming for ACS National Meetings
Program Chairs Leadership Training Gary Anderson
What does M&E do that affects Program Chairs?
Program Chairs’ view of Meetings & Expositions (M&E)
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What does M&E do that affects Program Chairs?
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We at M&E see ourselves differently.
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M&E Duties
• Works with ACS staff to select the sites for future national meetings • Oversees the allocation of space/resources for National Meeting events including technical programming • Trains and advises Program Chairs • Creates policy regarding national meetings • Oversees the dissemination of program information, electronically and in C&EN News • Provides PACS training and advises ACS staff on future improvements
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M&E Goals
• Best possible meeting • Best possible technical program within resource constraints • Least amount of work for Program Chairs
Even Programming Policy
•
What is Even Programming?
•
Why do we use this policy at ACS national meetings?
•
How many half-day sessions are there at a typical ACS meeting?
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Even Programming Policy
• Each division must spread its program out as evenly as possible over the entire week • We simply do not have enough rooms available to let everyone program at the times they would prefer. We have to try to allocate the resources fairly to all divisions
How many half-day sessions are there at a typical ACS meeting?
DIVISION AGFD AGRO ANYL BIOL BIOT BMGT CARB CATL CELL CHAL CHAS CHED CINF COLL COMP ENFL 2012 SAN DIEGO NO. HALF-DAY SESSIONS
33 0
PHILADELPHIA NO. HALF-DAY SESSIONS
26 42 21 11 54 3 21 28 11 0 2 9 18 40 11 8 54 20 70 87 90* 17 11 11 5 50 22 63 76 85
ENVR FLUO GEOC HIST I&EC INOR MEDI NUCL ORGN PHYS PMSE POLY PROF SCHB SOCED TOXI WCC YCC TOTALS 1001 890
58 7 25 5 47 121 22 13 52 57 62 63 4 0 3 7 3 1 45 0 5 8 17 79 21 13 56 63 47 46 6 10 2 12 1 1
Rooms Needed per Half Day (Concurrent Technical Sessions)
• • • • • • • • • •
Sunday AM Sunday PM Monday AM Monday PM Tuesday AM Tuesday PM Wednesday AM Wednesday PM Thursday AM Thursday PM
San Diego 2012
97 108 103 126 104 103 102 101 78 51
Philadelphia 2012
86 86 51 21 79 92 97 107 92 96
Rooms Needed per Half Day with no Even Programming (Concurrent Technical Sessions)*
• • • • • • • • • •
Sunday AM Sunday PM Monday AM Monday PM Tuesday AM Tuesday PM Wednesday AM Wednesday PM Thursday AM Thursday PM
San Diego 2012
96 116 139 152 128 124 67 54 28 5
Philadelphia 2012
76 81 59 43 15 8 106 121 147 110
*This is my guess as to how the sessions would have been distributed if even programming were not enforced
How the policy works:
Definition: Section = Room • A division program of up to 9 half-day oral sessions may be scheduled Monday through Thursday plus either Sunday morning or Sunday afternoon. • Additional half-day sessions up to 18 may be scheduled in a concurrent section (Section B) of up to 9 half-days during the same time period. • At the option of the program chair, a 10th half-day session may be added to the first section (Section A) for any oral session between 10 and 18.
How the policy works:
• For a larger program (19 or more sessions), the 19th session must be scheduled for Sunday morning if that time period has not been used previously. • The 20th session must be added in such a way as to complete two, evenly-programmed sections (A&B) each consisting of 10 half-day sessions.
• Additional half-day sessions must be added into a third section (Section C) until it is filled with 10 half-days Sunday morning through Thursday afternoon, before a fourth section (Section D) can be programmed on any half-day. • This pattern of even programming must be continued, i.e. Section D filled by 10 half-days before a Section E can be started.
Summary of Even Programming Rules Number of Sessions Scheduling Guidelines 8 or LESS One section any half-days, Sunday morning through Thursday afternoon 9 One section starting either Sunday morning or Sunday afternoon (i.e. Sunday must be used) 10 11-18 19 20 One section (A) may be filled to ten (10) half-day sessions, Sunday morning through Thursday afternoon; or a second section (B) may be started on any half-day Two sections (A&B) starting either Sunday morning or Sunday afternoon (However, if section A has ten (10) half days, Sunday does not have to be used for section B until the 19th half day) This half-day session must be scheduled for Sunday morning if Sunday morning has not been used previously This half day session must be scheduled to fill two sections (A&B) of ten (10) half-days Sunday morning through Thursday afternoon for an even program before 3rd section (C) can be added on any half-day. MORE than 20 The ten (10) half-days even program schedule, Sunday morning through Thursday afternoon must continue for each additional section beyond two (i.e. section C, then section D, etc.)
Red Division Oral ½-Day OK Sunday Section 1 st 2 nd AM PM A B AM A B Monday Tuesday PM AM PM A B A B A B Wednesday Thursday AM PM A B A B AM PM A B A B
Satisfies even programming rules
Green Division Oral ½-Day Section OK 1st AM A Sunday PM A 2nd B AM A B Monday PM A B AM A B Tuesday PM A B Wednesday AM A B PM A B AM A B Thursday PM A
Satisfies even programming rules
Purple Division Oral ½-Day X Sunday Monday Tuesday Wednesday Section 1st 2nd AM PM A AM A PM A AM A PM A AM A B B B B B B PM A B Thursday AM PM
Does not satisfy even programming rules because there are no sessions scheduled on Thursday
Yellow Division Oral 1/2-Day X Section 1st 2nd 3rd Sunday Monday Tuesday Wednesday Thursday AM PM AM PM AM PM AM PM AM PM A A B A B A B A B C A B C A B A B A A
Does not satisfy even programming rules because there are no sessions scheduled on Thursday
Orange Division Oral 1/2-Day X Section 1st 2nd 3rd Sunday Monday Tuesday Wednesday Thursday AM PM AM PM AM PM AM PM AM PM A A B A B A B A B C C A B A B A A
Does not satisfy even programming rules because there are no sessions scheduled on Tuesday PM
National Award Exception
• A single instance of uneven programming on one half-day from Sunday through Thursday will be permitted for the purpose of enhancing the quality of symposia honoring national ACS award recipients • The greater-than-peak scheduling must NOT occur on Monday or Tuesday
Are there ever any exceptions?
• If a division or committee can convince the M&E Technical Programming Subcommittee that a variance would result in improving the overall technical program an exception can be made • How can I “cheat”?
– Work with another division or a committee – Have them be the primary sponsor of one or more sessions using
their
even programming grid
Noncompliant Programs
• If program is not within rules, M&E will try to work with program chair to make necessary adjustments • If program chair is unable or unwilling to make adjustments then M&E will make the necessary adjustments - every effort will be made to minimize the impact on the program
Other Programming Issues
Co-location
• You can request that your Division’s programming be located near another Division’s or near Thematic Programming • If both Divisions list the each other first you will be most likely to get your request • It is unfortunately impossible to satisfy all requests
Other Programming Issues
Cosponsorships
When you agree to cosponsor a symposium with another division or committee it is important to work out the details in writing: • Invitations • Scheduling • Co-location • Acceptance of contributed papers • Payment of registration fees (only division program chairs can register speakers directly)
QUESTIONS?
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Top 10 Tips (from Program Chairs) for a Successful National Meeting Program
10. Don't be afraid to jettison a symposium that doesn't look like it will be successful or to (nicely) replace organizers who look like they aren't going to be successful, responsible, and engaged.
9. Be prepared for 90% of the program to come together at the last minute.
8. Limit competition for the audience when scheduling. Organize your program as a series of topic-themed tracks so the speakers of one symposium can become the audience of related symposia. 7. Document everything! Keep records, templates for emails and calls for papers. This will help you and future program chairs. 6. ACS staff are there to help —use them and heed their advice. Don't be shy about asking questions.
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Top 10 Tips (from Program Chairs) for a Successful National Meeting Program
5. Get familiar with PACS. 4. Get an overview of national and regional meetings 1-2 years out and talk with thematic and fellow division program chairs well in advance about opportunities to collaborate. 3. Broaden your network to make your job easier: – – Develop group of organizers who don't need handholding and keep them in the loop Always be on the lookout for active division members you can enlist 2. Broaden your network to make your program stronger: – – – Enlist your program committee Use division or field mailing lists to generate ideas Consider co-organizers to broaden your reach within the discipline 1. Set deadlines for organizers ahead of the absolute deadlines; adhere to deadlines as much as possible.
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QUESTIONS?
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MPPG & Thematic Programming 2013 & Beyond
What is MPPG?
• •
Mission:
Provide the infrastructure that enables national meeting programming groups to develop collaborative thematic programs and to explore alternative meeting formats
Composition:
Representatives of all technical divisions and council committees (DAC, ComSci, M&E,CEI, IAC, YCC, WCC, CCA) impacted by national meeting technical programming
How can my division participate?
• Make sure you have a representative on MPPG.
• Participate actively through your rep in selecting themes, theme chairs, programming within themes.
• Participate actively in improving national meetings; propose ideas & experiments.
• Collaborate with other divisions within and outside of thematic programs .
•
Thematic Programming Fall 2013 Indianapolis
Chemistry in Motion
– Biofuels, Material Science, Energy Requirements for Crop Protection – Theme Organizer • Prof. Robert A. Weiss, Hezzleton E. Simmons Professor, Department of Polymer Engineering, Polymer Engineering Academic Center, The University of Akron, Akron, OH 44325-0301, • Contact info: (ph): 330-972-2581; (fx): 330-258 2339; [email protected]
•
Thematic Programming Spring 2014 Dallas
Chemistry of Energy/Advanced Materials for New Opportunities
– Sustainable discovery, production, and use of energy; new materials for energy production and increased efficiency – Theme Co-Organizers • Prof. Nitash Balsara, Professor of Chemical Engineering, University of California, Berkeley, 201 C Gilman Hall, Berkeley, CA 94720, (ph) 510-642 8973; [email protected]
• Dr. Michelle Buchanan, Associate Laboratory Director, Physical Sciences Oak Ridge National Laboratory, P.O. Box 2008, Oak Ridge, TN 37831, (ph) 865-574-1144; [email protected]
•
Thematic Programming Fall 2014 San Francisco
– Chemistry and Stewardship of the World
– Green chemistry, the globalization of chemistry, and the responsibilities and opportunities chemists have to serve the broader public – Theme Organizer • Prof. Robin D. Rogers, Robert Ramsay Chair of Chemistry, 3006D Shelby Hall, 250 Hackberry Lane, The University of Alabama, Tuscaloosa, AL 35487 0001 • Contact info: (ph) (205) 348-4323, [email protected]
QUESTIONS?
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American Chemical Society
ACS Presentations on Demand (ACSPOD)
Recording Procedures
How are the sessions to be recorded identified?
• Constituents – ACS Coordinating Editor – Division Chair and Program Chair – Symposium organizers • Considerations – Relevant to the divisions and members – Prominent symposia (Awards, cutting edge, themed) – Public interest
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Recording Procedures
• Constraints – Presenter IP concerns • Publish • Patent • Online Speaker Acknowledgement Form – Symposium organizers • Session disruptions – Division and Program Chairs Concerns – Budget • Number of papers to be recorded • Presentations can be found at www.presentations.acs.org
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QUESTIONS?
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Visas & the ACS National Meeting
ACS Committee on International Activities ACS Office of International Activities
www.acs.org/international H. N. Cheng, Ph.D.
Chair ACS Committee on International Activities
VISA PROCESS FOR NM ATTENDEES For visas, citizenship is the KEY U.S.
Citizenship?
10-18% No Visa-Waiver Citizenship?
20% No Third Country National?
No Yes 82-90%
No Action
Yes 80%
ESTA Process
Yes
Apply for Visa leaving extra time Apply for a Visa
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VISA PROCESS FOR NM ATTENDEES For visas, citizenship is the KEY U.S.
Citizenship?
10-18% No
Visa-Waiver Citizenship?
20% No
Third Country National?
No Yes 82-90% No Action
Yes 80%
ESTA Process Yes Apply for Visa leaving extra time Apply for a Visa
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ESTA PROGRAM
• • • •
Since January 12, 2009 all travelers to U.S. from Visa Waiver Program countries must have an ESTA Travel Authorization Application Cost: $14.00
Recommended to apply online > 72 hours before travel https://esta.cbp.dhs.gov/
Andorra Australia Austria Belgium Brunei Czech Republic Denmark Estonia Finland France Germany Iceland Ireland Italy Japan Latvia Malta Monaco The Netherlands New Zealand Portugal San Marino Singapore Slovakia Slovenia Liechtenstein South Korea Lithuania Spain Luxembourg Sweden Switzerland Taiwan* United Kingdom Greece Hungary Norway * Taiwan Relations Act of 1979, Pub. L. No. 96-8, Section 4(b)(1)
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VISA PROCESS FOR NM ATTENDEES For visas, citizenship is the KEY U.S.
Citizenship?
10-18% No
Visa-Waiver Citizenship?
20% No
Third Country National?
No
Yes 82-90% No Action Yes 80% ESTA Process
Yes
Apply for Visa leaving extra time Apply for a Visa
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U.S. VISA PROCESS IN BRIEF Visit http://travel.state.gov/visa/ for complete information Plan
• Determine approximate dates of travel and type of visa (for ACS NM, generally B-1) • Select closest U.S. consulate ( http://www.usembassy.gov/ )
Schedule
• Schedule interview as soon as possible (minimally 3-4 months before; longer if 3
rd
country) • Pay fees and complete forms ( http://travel.state.gov/visa/forms/forms_1342.html
)
Prepare
• Prepare for the interview by collecting materials (Passport, photo, proof-of-payment, application forms, evidence of sufficient travel funds, ACS/PACS letters, proof of ties, proof of status/affiliation) Note: specific consulates may have different requirements
Interview
• Attend visa interview with consular officer (officers are deciders on granting visas) • Be prepared to simply explain science and purpose of presentation
After
• If delayed for more than 21 days, email [email protected]
and contact U.S. National Academies, International Visitors Office http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017
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ACS VISA NOTIFICATION FORM
• Pilot program • ACS Meeting attendees can voluntarily inform on their intent to apply for a visa • • Collected information is forwarded to the U.S. Department of State three months before the meeting – “Helpful to the consular officers” – For New Orleans, was due Jan 7, 2013 • Link to form placed in PACS notification letter http://fs18.formsite.com/acs-oia/visasupport
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WHAT CAN CHAIRS DO?
• • • • Approve abstracts of international participants as soon as possible Identify third country nationals and point them to online resources Encourage international participants to apply for a visa early Direct anyone experiencing a problem to ACS/NAS – – – ACS International Activities: http://www.acs.org/international ACS International Activities email: [email protected]
NAS IVO: http://sites.nationalacademies.org/PGA/biso/visas/index.htm
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• • • • • • •
RESOURCES
ACS Office of International Activities – http://www.acs.org/international National Academies - International Visitors Office – http://sites.nationalacademies.org/PGA/biso/visas/PGA_048017 US Embassies and Consulates Worldwide – http://www.usembassy.gov/ U.S. Visa Information – http://travel.state.gov/visa/ U.S. Electronic System for Travel Authorization – https://esta.cbp.dhs.gov/ U.S. Visa Waiver Program • http://travel.state.gov/visa/temp/without/without_1990.html
ACS Visa Notification Form – http://fs18.formsite.com/acs-oia/visasupport •
C&EN Article on the U.S. Visa System
– http://cen.acs.org/articles/89/i1/Understanding-US-Visa-System.html
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QUESTIONS 67
ACS International Activities
www.acs.org/international Email [email protected]
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QUESTIONS?
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PACS Support
• PACS Resource Page www.acs.org/pacs_resources – User Guides – Webinars – FAQs • Need Help?
If you have questions about working with PACS: – E-mail: [email protected]
– Call PACS Support: 8:30 a.m. to 5:00 p.m. EST • 1-800-333-9511 (US only) • 1-614-447-3776 (outside the US)
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