12-CRS /12 NPSS Conference Committee Report 15 November 2014 William W. Moses Chair, NPSS Conference Committee 10/25/20151

12-CRS /12 Summary of Today’s Presentation 10/25/20152 Upcoming Changes –Conference Paper Republication Policy –Plagiarism Detection Tool –NetSuite –Charge for TCS –New Tools –Replacement for Bo Yu Software

12-CRS-0106 REVISED 8 FEB 2013 PSPB Republication Policy 6/14 PSPB Proposes Policy Change to TAB –Prohibited “substantially duplicate papers” –Pushback from CPC & Conferences –Pushback from several Societies Offline Discussion & Policy Revision –PSPB, TAB, CPC, & Conferences representatives Revised Policy Acceptable to Discussants –PSPB, TAB, CPC, & Conferences representatives Revised Policy Sent to BoD 3

12-CRS-0106 REVISED 8 FEB 2013 PSPB Republication Policy (II) Key Elements in Revised Wording –“…it is common in technical publishing for material to be presented at various stages of its evolution, such as publishing early ideas in a workshop, more developed work in a conference, and fully developed contributions as journal or transactions articles. IEEE recognizes the importance of this evolutionary publication process as a significant means of scientific communication and fully supports this publishing paradigm, but IEEE requires that this evolutionary process be fully referenced…” –“articles published in the periodical contain substantial additional technical material” Still Not What NPSS Would Like… 4

12-CRS-0106 REVISED 8 FEB 2013 My Personal Opinion… Currently Proposed Policy is Better than Policy Proposed in June Little Different than Current Policy –Including problems with “fuzzy” language and problems with “culture” of some communities Fundamental Problem Still Exists –“Paradox” between two strongly held beliefs  Each idea can only be published once  Each idea can be presented both at a conference and in a refereed journal Cannot Defeat this Motion 5

12-CRS-0106 REVISED 8 FEB 2013 NPSS Options Try to modify motion to let EIC decide whether additions are “substantial” –Maintain existing practices Have authors submit abbreviated (2 page?) versions to conference record if they plan to submit to Transactions Have all authors submit abbreviated versions to conference record Authors who plan to submit to Transactions do not submit a conference record paper 6

12-CRS /12 Upcoming Changes: Plagiarism Detection Tool 10/25/20157 BoD mandate: all Xplore content must be checked for plagiarism, effective 2016 CrossCheck tool selected Supplied at no charge (for now) –Only to conferences where IEEE holds copyright –Significant effort needed to analyze output Not mandatory yet, but all NPSS conferences should seriously consider using this! Sign Up At Contact: Bill Hagen — Sign Up At Contact: Bill Hagen —

12-CRS /12 NetSuite for Conferences is Here Past Use Has Been Outcome Focused –Work on 2013 conferences focused around acquiring materials, not creating usable system Now Requiring All Conferences to Use NetSuite to Record Transactions –System credentials being distributed to all approved financially sponsored conferences Rolling Out Training and Communications –Webinars, slide decks, etc. Use NetSuite to Train New Conference Treasurers? Creating Transparency Needed By Auditors 8

12-CRS-0106 REVISED 8 FEB 2013 Charge for TCS Starts 2016 Charge for Each “External” Conference that We Technically Co-Sponsor Charge Will Be $1000 Plus $15 / Conference Record Paper in Xplore NPSS Will Be Charged, But… Simple Mechanism for NPSS to Pass Charge to Conference, If We So Desire 10/25/20159 Need to Decide Which Conferences We Should Charge Need to Start Communicating With Them! Need to Decide Which Conferences We Should Charge Need to Start Communicating With Them!

12-CRS-0106 REVISED 8 FEB 2013 My Suggestion Conference Always Pays for the First N Conferences (N=3-5?) After N Conferences, Decide Whether NPSS or Conference Pays 10/25/ Long-Term Relationship (≥3 times) –RADECS (forever…) –SCINT (2007, 2009, 2011, 2013, 2015) –ANIMMA (2009, 2011, 2013, 2015) –ICALEPCS (2009, 2011, 2013, 2015?) –Megagauss (2006, 2008, 2010, 2012) –EML (2010, 2012, 2014) –BEAMS (2010, 2012, 2014) –SORMA (2008, 2012, 2016) Short-Term Relationship (≤2 times) –HST (2009, 2010) –IPMHVC (2012, 2014) –NPIC/HMIT (2009) –PSMR (2014, 2015)Red = Financial

12-CRS /12 New Tools (Available Now) 10/25/ “Venue Select” – Aggregate hotel buying power across IEEE – Lower room rates, better concessions – To use, contact MCE / Caroline Johnson Streamlined MOU –Fewer questions, less “legalese” –No “New York Law” requirement for conferences outside the US Two Conference Registration Software Packages – Cvent (better for larger events) – RegOnline (do-it-yourself for small event) Webinar w/ Caroline on Dec. 2

12-CRS /12 Webinar w/ MCE Contact Person (Caroline Johnson) 10/25/ Tuesday, December 2, :00 PM (NJ Time Zone) Topics: – Conference-related reports desired by NPSS – NPSS-specific processes (e.g., conference budget approval) – Capture & central storage of conference info – Conference organizer education & training program – New style events – RegOnline (conference registration software tool)

12-CRS /12 Bo Yu Will No Longer Support His REGISTRATION Software! 10/25/ “Bo Yu Registration Software” is actually from a third party company. Tony Lavietes will interface with company? Other Compatible Registration Packages Exist – Ones offered by IEEE (Cvent and RegOnline) – Event Class (high-powered) Bo Will Continue to Support his Abstract Management Software My Concerns Expressed at Last Meeting Were Premature…

12-CRS /12 TC Chairs: Please Provide Info On Each Conference (Including TCS) 10/25/ Total Number of Registrants # of Registrants from North America (Regions 1-7) # of Registrants from Europe (Region 8) # of Registrants from Latin America (Region 9) # of Registrants from Asia (Region 10) # of Abstracts Submitted # of Abstracts Accepted # of Short Courses # of Exhibits