1. Program and Abstract Creation System (PACS) Overview
American Chemical Society
Program and Abstract Creation System (PACS) Overview
Farai Tsokodayi  American Chemical Society Division of Membership and Scientific Advancement Member Communities

2. PACS Manages Workflows
PACS is the primary resource for managing the national meeting technical program
Authors: Abstract submissions
Symposium 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
ACS Staff: Review technical program to determine location and room assignments Export the preliminary and final programs, separates, CD-ROM, and preprints
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3. PACS Manages Timelines
244th National Meeting & Exposition
Philadelphia, PA
August 19-23, 2012
Due Date
Call for Papers from program chairs to ACS
12/5/2011
Call for Papers published in C&EN
1/23/2012
PACS Opens for author abstract submission
PACS Closes to Authors (recommended)
3/19/2012
PACS Closes to Symposium Organizers (recommended)
4/2/2012
Room requests
4/11/2012
Preliminary program from program chairs to ACS Meetings
4/16/2012
Final technical program from program chairs to ACS (PACS closes to program chairs)
4/30/2012
*Preliminary program publishes in C&EN
6/25/2012
*Final technical program publishes in C&EN
7/30/2012
Philadelphia meeting begins
8/19/2012
*Preliminary dates. Subject to change according to C&EN deadlines
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4. PACS Manages Access Access to PACS is through the ACS ID
Abstract submitters
Symposium Organizers
Program Chairs
Admin Staff
FORMS
Rosters
ACS ID required to access PACS consistent with the allowed access control privileges
ACS ID required to access other ACS services
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5. National Meeting Timeline
Activity Time Memo to program chairs to enter Call for Papers 0 Call for Papers entered in PACS & Deadline dates sent to ACS 0.5 Call for Papers published in C&EN; Abstract submission opens 1.25 PACS closes to Authors (recommended) 1.5 PACS closes to Symposium Organizers (recommended) 0.5 Preliminary program due from program chairs; Room requests due 0.5 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 begins 1 8 months
Why does it take so long to produce a national meeting?
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6. National Meeting Timeline
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
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7. National Meeting Timeline
Call for Papers and Deadline Dates Received (4 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 configures registration
C&EN Staff
Produces the Call for Paper issue
Abstract Submission Opens
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8. National Meeting Timeline
PACS Opens for Abstract Submission (5 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
Clarify invitation with the invited speakers
PACS staff
Communicates with Program Chairs and Organizers to resolve issues
Abstract Submission Closes
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9. National Meeting Timeline
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
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10. National Meeting Timeline
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
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11. National Meeting Timeline
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
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12. National Meeting Timeline
Activity Time Memo to program chairs to enter Call for Papers 0 Call for Papers entered in PACS & Deadline dates sent to ACS 0.5 Call for Papers published in C&EN; Abstract submission opens 1.25 PACS closes to Authors (recommended) 1.5 PACS closes to Symposium Organizers (recommended) 0.5 Preliminary program due from program chairs; Room requests due 0.5 Program Chairs submit final program months Preliminary program publishes in C&EN* 1.25 Final program publishes in C&EN* 1 Meeting begins 1 8 months
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13. National Meeting Timeline
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
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14. Support for Program Chairs
PACS Resource Page:
PACS Support:
Farai Tsokodayi
Robin Green
PACS User Guides and Webinars on the “Get Involved, Stay Involved” web site
Program Chair’s Procedure Manual:
> Membership & Networks > Technical Divisions > Program Chairs’ Procedure Manual
American Chemical Society