2019 Convention Planner Training Using NCA Convention Central: Part IV You must dial-in on a phone line for the webinar audio U.S. and Canada Toll Free: 866-740-1260 Access Code: 4644622

Today’s Topics Accepting/Declining Submissions Acceptance/Decline Notices Session Builder

Terms Used in Training Session – Refers to a scheduled paper session, panel discussion or business meeting. Standard sessions are 1 hour and 15 minutes. One session is equal to one of your allotted slots. Film Session – (1) A film session is submitted as a pre-conceived and complete session of film(s). The film(s) are not submitted or reviewed individually and are not submitted by the film maker(s) but rather by the person submitting the film session. The entire film session is reviewed for consideration as a whole. (2) A film session can also be created by the unit planner as a collection of individually submitted papers. Paper Session – (1) A paper session is submitted as a pre-conceived and complete session of papers. The papers are not submitted or reviewed individually and are not submitted by the author(s) but rather by the person submitting the paper session. The entire paper session is reviewed for consideration as a whole. (2) A paper session can also be created by the unit planner as a collection of individually submitted papers. Panel Discussion – A panel discussion is submitted as a pre-conceived and complete session of presenters discussing a topic/issue. There are no papers presented at a panel discussion. Performance Session – (1)A performance session is submitted as a pre-conceived and complete session with a performer(s), chair(s) and respondent (optional). The performance session is reviewed for consideration as a whole. (2) A performance session can also be created by the unit planner as a collection of individually submitted performances.

Terms Used in Training Individual Paper – A paper is submitted directly by an author(s) for consideration as an individual paper and not as part of a pre-conceived paper session. Papers are reviewed individually. Sometimes referred to as competitive papers. Unit planners then group papers into paper sessions. Individual Performance – (New submission type in 2017) A performance submitted directly by the performer for consideration as an individual performance and not part of a pre-conceived performance session. Performances are reviewed individually. Unit planners then group performances into performance sessions. Individual Film – (New submission type in 2017) A film submitted directly by the film maker for consideration as an individual film and not part of a pre-conceived film session. Films are reviewed individually. Unit planners then group films into film session.

Accepting/Declining Submissions Once you have made your acceptance and rejection decision based on the review data (see webinar III for information on review feedback), you indicate your decision on the Manage Submissions page.

Session Builder In Session Builder, you will: Create Sessions (business meetings, paper sessions, etc.) Select your final sessions for programming Rank your final sessions This “reminder” bar tells you how many slots you have, how many you have filled, and how many accepted papers, panel discussions and paper sessions have not been added to your final session line-up. In the end, there should be no accepted submissions that are not included in your final line-up.

Session Builder The panel discussions, paper sessions, film sessions, and performance sessions that you have accepted will be listed once you have clicked the Add/Create Sessions button. Check mark the sessions that you want to add to your final line-up and click the Finalize button.

Session Builder To create sessions (ie Business Meetings and Paper Sessions from Individual Papers) click the Add/Create Session button. And then click the Create Session button.

Session Builder You will follow the same process (almost!) that submitters did to create your session. Notable exceptions: For paper sessions – DO NOT ADD PAPERS BY RE-ENTERING PAPER INFORMATION. Same is true for performance sessions and paper sessions For all sessions – DO NOT RE-ENTER AV REQUESTS. The AV information already entered by the submitter will carry along. YOU ONLY NEED TO COMPLETE THE TABS IN RED. Notable exception: 1. Any scheduling requests must be included in the special requests tab. Emailed requests after the fact cannot be considered. Tip: Confirm with chairs and respondents that they still intend to attend the convention this year and are still willing to serve in this role.

Session Builder To finalize your session, and add it to your final session line-up, check BOTH check boxes and then click the finalize button.

Session Builder To add accepted individual papers (or performances or films) to the paper session (or performance session or film session) you just created, return to the Session Builder page and click the Add Presentation link that is now visible. You will see the accepted individual papers listed. Check mark the papers that you want to add to this session and then click the Finalize button.

Session Builder As sessions and accepted submissions are added to your final line-up, the counts in the “reminder” bar will update. Once in your final session line up you are able to edit title, session description, chair, respondent. You are not able to edit special requests or AV information.

From this page you will also Session Builder From this page you will also . prioritize sessions Manage co-sponsors

Acceptance/Decline Notices Once your final session line-up is complete and we’ve given you the green light (date TBD, please be flexible), you will send your accept or decline notices to submitters. Please double check that all accepted sessions and individual papers have been added to your final session line-up. Any session not added to your final line-up should be declined. Using the bulk email feature is the quickest and easiest method to send notices. Sample text will automatically populate the bulk email. You will need to update with your email and information.

Deadlines Wednesday, May 1 at 11:59 pm Pacific All Reviews are Due: Reviewers must have all their reviews completed and submitted to their unit planner. Unit planners do have the discretion to set their individual review deadlines earlier if desired. Review system will close (similar to submission system) at the designated time. Wednesday, May 15 Scholar to Scholar Transfer Deadline: Papers for Scholar to Scholar consideration must be transferred to the Scholar to Scholar unit. DO NOT TRANSFER UNREVIEWED/DECLINED PAPERS. Planners should only transfer papers that would have been accepted per the unit’s criteria. Wednesday, June 5 Planners Final Session Line-up is Due: Planners must complete their final session decisions. Any unit that has not completed the process to date will not be scheduled. Mid- to Late- June (exact date TBD) Convention Planners Send Acceptance/Rejection Notices: It is the responsibility of the unit planners to send acceptance and rejection notices. Do not send notices until you are asked to do so by the National Office staff.