TRACK CHAIRS CREATING INVITED SESSIONS AND INVITING SESSION ORGANIZER(S)

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1 TRACK CHAIRS CREATING INVITED SESSIONS AND INVITING SESSION ORGANIZER(S) I. Creating Invited Sessins a. After lgin click n the Sessins Bx b. Select yur track frm the drp dwn menu. c. Once yu select the track, the Add new Sessin buttn becmes available. Click n that buttn t add a new sessin. d. A pp up screen appears. Start by entering a Sessin N.. Leave the Status as Pending, d nt change that. Select the apprpriate Sessin Type. The ptins are Regular, Tutrial, Panel and Wrkshp. Then select Invited in the Submissin Type. e. Add a Title in the Title text bx. Yu can edit this later. Avid giving sessin titles like Sessin # 1, Sessin # 2 etc. Try t be mre descriptive. f. Press the Save Changes buttn t add the new sessin just created. Nte: Other buttns (descriptin, cmments, sessin rganizers and chairs and invited authrs) remain inactive until the new sessin has been created and saved as described abve. Fllw prgram chair s instructins regarding the number f sessins t be created. A sessin can be deleted by pressing the delete sessin buttn. 1

2 g. Add a Descriptin by clicking the icn next t the descriptin buttn; and any cmments by clicking n the icn next t the Cmments buttn. h. Nw, add the Sessin Organizer. Sessin rganizer is the persn wh invites authrs t submit papers fr his/her sessin. A sessin cnsists f at least 4 papers. The sessin rganizer may nt necessarily chair the sessin during the presentatin. The sessin rganizer may appint smene else as the sessin chair. Click n the Sessin Organizers and Chairs icn. In the windw that appears, click n the green clred + icn t add a sessin rganizer. 2

3 After yu click + buttn, the fllwing ppup windw will appear. The persn whm yu want t appint as sessin rganizer may already exist in the POMS database. We have clse t 8,000 recrds. Search fr the Sessin Organizer in the database using her/his address and last name cmbinatin. If the search results are null, enter the persn s , last name, and first name and click n the Add New Participant buttn t enter the persn in the system. i. Chse the identified persn and then click Select and Cntinue. j. The persn gets added as the Sessin Organizer. Click n clse in the subsequent screen t clse the pp screen and save yur chice. Yu can und yur chice by clicking n the red X symbl and remving the persn as the inviter. k. D nt assign the sessin rganizer as the Sessin Chair as f nw. Yu will d this after the registratin deadline has passed and we have made sure that the persn has registered fr the cnference. l. After the pp screen clses yu will be back at the Sessins tab and shuld see the persn s name in the Organizer s clumn. Althugh the system allws it, yu shuld nly add ne persn as a sessin rganizer fr a sessin. Sessin rganizers names are nt printed in the Prgram Bk, nly Sessin Chairs are listed. m. Repeat the steps listed abve t add ther Sessins and Sessin Organizers. Instructins fr Track Chairs Set 3 V. Sending invitatin t Sessin Organizers t accept the assignment II. Sending Invites t Invited Sessin Organizers a. After lgin click n the Sessins tab. b. Chse yur track name frm the drp dwn menu. A list f all invited sessins created in yur track shuld appear. c. T send an invite t a sessin rganizer (r all sessin rganisers at the same time), click n All Sessin Organizers / Send s. 3

4 d. The next screen will shw all sessins created s far in yur tracks. Check the sessin(s) fr which yu want t send an invite t the Sessin Organizer. Then click n Send . e. In the ppup screen that appears, frm the Template drp dwn menu select Sessin Organizer Accept Sessin Organizer Assignment. f. The screen will refresh and the Text Editr bx shuld get ppulated with an template. This is autmatically embedded with all the relevant details specific fr that invite. Check this message t validate that this is indeed the message that yu are currently intending t send. g. Add yur address in the Frm . 4

5 h. Scrll dwn t the bttm f the text editr, and if yu wish yu can replace the cntact details with yur wn. The default cntact details are that f the Prgram Chair. This will help the invited sessin rganizer knw that this is frm yu (the Track Chair). i. D nt change any ther cntent in this text bx. j. Finally, click n Send s. If successful the fllwing message appears. Click n X t clse this windw, k. The invited sessin rganizer will receive an with a link t accept the assignment. Upn acceptance f the assignment, the sessin rganizer will receive the fllwing cnfirmatin: l. The sessin rganizer will als receive anther cntaining their and passwrd t access the system. m. Sessin Organizers can then enter the system and enter details f presenters fr their invited sessin. The instructins are als psted n the right hand side n landing page after yu lgin. 5

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