American Chemical Society Program and Abstract Creation System (PACS) Overview Richard A. Love, PhD American Chemical Society Division of Membership and Scientific Advancement Member Communities Ph: Cell:

American Chemical Society 3 PACS Manages Workflows PACS is the primary resource for managing the national meeting technical program Authors:Abstract submissions Organizers:Review, acceptance/rejection of submitted abstracts Arranging accepted abstracts into sessions Program Chairs:Submission of the Call for Papers (symposia) Scheduling of the sessions Submitting the preliminary and final programs Admin Staff:Review technical program to determine location and room assignments Export the preliminary and final programs, separates, CD- ROM, and preprints

American Chemical Society 4 ActivityDate Anaheim Call for Papers completed in PACS7/12/2010 Division, Secretariat and Committee deadline dates (see below) due 7/12/2010 Call for Papers published in C&EN8/23/2010 PACS opens for author abstract submission8/23/2010 PACS closes to Authors (recommended)10/18/2010 PACS closes to Symposium Organizers (recommended)11/1/2010 Room requests due to ACS Meetings11/10/2010 Preliminary program due from program chairs11/15/2010 Final technical program due from program chairs (PACS closes to PC)11/29/2010 Preliminary program publishes in C&EN*1/24/2011 Final technical program publishes in C&EN*2/28/2011 Anaheim meeting begins3/27/2011 * Dates subject to change according to C&EN publication deadlines PACS Manages Timelines Anaheim 2011 National Meeting Timeline

American Chemical Society 5 Abstract submitters Symposium Organizers Program Chairs Admin Staff FORMS Rosters PACS Manages Access Access to PACS is through the ACS ID ACS ID required to access PACS consistent with the allowed access control privileges ACS ID required to access other ACS services

American Chemical Society 6 ActivityTime Memo to program chairs to enter Call for Papers0 Call for Papers entered in PACS & Deadline dates sent to ACS0.5 Call for Papers published in C&EN; Abstract submission opens1.25 PACS closes to Authors (recommended)1.5 PACS closes to Symposium Organizers (recommended)0.5 Preliminary program due from program chairs; Room requests due0.5 Final technical program due from program chairs (PACS closes to PC)0.5 Preliminary program publishes in C&EN*1.25 Final technical program publishes in C&EN*1 Meeting begins1 8 months National Meeting Timeline Why does it take so long to produce a national meeting?

American Chemical Society 7 Memo to Program Chairs on Call for Papers(2 weeks) Communicates with committees and constituents to finalize program Communicates with organizers to confirm invited and contributed symposia Enters technical program into PACS Dates set by division (within limits) –Abstract submission closes –Symposium organizer access closes Dates set by ACS –Abstract submission opens –Preliminary program due –Final program due Send the Call for Papers and Deadline Dates to ACS National Meeting Timeline

American Chemical Society 8 Call for Papers and Deadline Dates Received(5 weeks) PACS Staff –Clarifies programming with program chairs –Configures PACS for abstract submission –Produces the CFP for publication Logistics Staff –Drafts technical program locations and rooms C&EN Staff –Produces the Call for Paper issue Abstract Submission Opens National Meeting Timeline

American Chemical Society 9 PACS Opens for Abstract Submission(6 weeks) [Close date set by the division/committee] Program Chairs –Grant access to organizers (ACS ID needed) –Train organizers on reviewing sessions –Add late symposia –Monitor activity of incoming abstracts Organizers –Learn how to review and schedule abstracts in PACS –Monitor activity of incoming abstracts –Clarify invitation with the invited speakers PACS staff –Communicates with Program Chairs and Organizers to resolve issues Abstract Submission Closes National Meeting Timeline

American Chemical Society 10 PACS Closes to Authors(2 weeks) Organizers/Program Chairs –Review/accept/reject abstracts –Create new sessions as needed –Arrange papers in sessions –Assign order and times for presentations –Enter estimated seating (attendance) –Enter session moderators –Enter late abstracts Program Chairs –Review symposia PACS Closes to Symposium Organizers National Meeting Timeline

American Chemical Society 11 PACS Closes to Symposium Organizers(2 weeks) Program Chairs –Schedule unassigned abstracts –Move to other symposia or divisions –Penultimate review of symposia –Arrange sessions consistent with Even Programming Rules Submit Preliminary Program and Room Requests National Meeting Timeline

American Chemical Society 12 Submit Preliminary Program and Room Requests (2 weeks) ACS Staff Even Programming Call with M&E –ACS Logistics Staff assesses technical program room requests Drafts division locations within space available –M&E assesses compliance with Even Programming Rule –ACS PACS Staff assesses complete/incomplete programs Program Chairs –Work with ACS PACS Staff to bring programs into EPR compliance and finalize sessions Submit Final Program National Meeting Timeline

American Chemical Society 13 ActivityTime Memo to program chairs to enter Call for Papers0 Call for Papers entered in PACS & Deadline dates sent to ACS0.5 Call for Papers published in C&EN; Abstract submission opens1.25 PACS closes to Authors (recommended)1.5 PACS closes to Symposium Organizers (recommended)0.5 Preliminary program due from program chairs; Room requests due0.5 Program Chairs submit final program months Preliminary program publishes in C&EN*1.25 Final technical program publishes in C&EN*1 Meeting begins1 8 months National Meeting Timeline

American Chemical Society 14 Submit Final Program  Meeting(3.25 months) PACS Staff –Export, composition & production of the preliminary, final, on-site program book, CAS export, separates, CD-ROM –Acceptance and scheduling notices Meetings Staff –Finalizes locations and rooms –Processes AV, banquet orders, and room requests –Vendors Hotels, convention center, audio visual, registration –“The Other Meetings” Governance, Expo C&EN Staff –Preliminary and Final Program issues –Division ads National Meeting Timeline

15 American Chemical Society Support for Program Chairs PACS Resource Page: PACS Support: David Thomas Farai Tsokodayi PACS Training at P2C2 (Saturday) PACS User Guides and Webinars on the “Get Involved, Stay Involved” web site Events & Activities pages on the ACS Meetings web site ACS Network Discussion Forums on the ACS National Meeting and Technical Program Program Chair’s Procedure Manual: > Membership & Networks > Technical Divisions > Officer Information > Operations > Program Chairs’ Procedure Manual

American Chemical Society 16 ActivityTime Memo to program chairs to enter Call for Papers0 Call for Papers entered in PACS & Deadline dates sent to ACS0.5 Call for Papers published in C&EN ; Abstract submission opens1.25 PACS closes to Authors (recommended)1.5 PACS closes to Symposium Organizers (recommended)0.5 Preliminary program due from program chairs; Room requests due0.5 Final technical program due from program chairs (PACS closes to PC)0.5 Preliminary program publishes in C&EN*1.25 Final technical program publishes in C&EN*1 Anaheim meeting begins1 8 months National Meeting Timeline