ACM SIGCHI – Specialized Conferences policy overview (draft)

 

Produced (SIGCHI CMC): March 2014 – Validated (SIGCHI EC): XXX

ACM SIGCHI – Specialized Conferences policy overview 

Effective Date: June 1, 2014

Replaces: -

Responsible SIGCHI Officer: Vice-President for Conferences

Last update: March 1, 2014

1  ACM SIGCHI Specialized Conferences

The Specialized Conferences program of ACM SIGCHI (Special Interest Group on Computer-Human Interaction) has gradually evolved and has now become a significant part of the conference program that ACM SIGCHI offers the HCI community at large. This program includes all conferences involving ACM SIGCHI other than the annual CHI conferences.

 

Relationship between a conference and SIGCHI can be of three mutually exclusive types: sponsored, co-sponsored or in-cooperation. The purpose of the conferences is to promote the domain of Human Computer Interaction and ACM SIGCHI as a leading international professional society in HCI. ACM SIGCHI sponsored and co-sponsored conferences aim at the highest standards in terms of quality of the technical content as well as long lasting research areas. Conferences may include workshops, tutorials, panels, posters or other venues open to ACM SIGCHI members and others.

 

1.1          Sponsored, co-sponsored and in-cooperation conferences

 

All ACM SIGCHI (sponsored, (co)-sponsored and in-cooperation) conferences offer ACM SIGCHI members the lowest available registration fees appropriate to their category of membership.

 

1.2          Technical scope

ACM SIGCHI shall primarily rely on the enthusiasm and interests of the HCI community to propose conferences and shall not dictate which themes should be the subject of one conference or another providing the proposed conference is consistent with the declared aims of ACM SIGCHI. The aim of ACM SIGCHI is to support the evolution of particular communities as the general HCI community evolves and diversifies. Beyond that, ACM SIGCHI policy with sponsored and (co-)sponsored conference is to cover the various areas of HCI and to avoid (as much as possible) overlap of research topics between conferences. While this is true for conferences dealing primarily with research topics (such as ICMI for multimodal interaction or UIST on user interface technologies), conferences targeting at application domains (such as Mobile HCI or HRI on Human Robot Interactions) are more likely to provide overlapping content when dealing with theories or development processes (for instance).

 

1.3          Technical quality

Specialized Conferences differ greatly in their character. Some serve primarily academic communities, others serve primarily practitioner communities, and some serve very mixed communities. Therefore this policy paper does not define the way in which all Specialized Conferences should manage the technical quality of their respective technical programs.

 

It is generally expected that the core technical program of conferences will comprise contributions that are subject to external review prior to acceptance and published in proceedings for the benefit of the community at large. In this context, contributions may be published in any archivable media, for example print, CD-ROM, Web format and entitled to be available from the ACM Digital Library.

1.3.1     Sponsored and co-sponsored conferences

ACM SIGCHI has a reputation for technical excellence that should be maintained by the sponsored and co-sponsored conferences. The organizing and program committees of each conference are responsible for ensuring that high standards of technical excellence are achieved. Program committee members of those conferences should have demonstrated good publication record in the topics addressed by the conference.

 

Conference proceedings for ACM SIGCHI sponsored and co-sponsored conferences must be included in the Digital Library. Please view the ACM Authors Rights page for information on ACMs Publication Policy and different options for managing the rights and permissions associated with authors work.

 

Organizers of co-sponsored conferences must contact ACM Headquarters to see if a publication agreement with the co-sponsoring society exists. If not the ACM Director of Publications will work out an appropriate agreement. This agreement must be in place when the co-sponsored TMRF is submitted for approval.

 

1.3.2     In-cooperation conferences

The technical quality of the conference program is the responsibility of the conference organizing committee. The technical quality of the conference program is a determining factor in ACM SIGCHI’s evaluation of all In-cooperation requests.

 

The conference proceedings of an in-cooperation conference can be included in the Digital Library subject to prior agreement with ACM SIGCHI.

 

1.4          Visibility

Appropriate ACM SIGCHI channels should be used to promote conferences.

1.4.1     ACM SIGCHI logo

In all cases the ACM SIGCHI logo[1] must be used where reference is made to ACM SIGCHI in conference collaterals.

1.4.2     ACM conference calendar and ACM SIGCHI conference calendar

Conferences organized under the auspices of ACM SIGCHI should be listed in both ACM conference calendar http://www.acm.org/calendar-of-events and ACM SIGCHI calendar of events http://www.sigchi.org/conferences .

1.4.3     Conference Web sites & Email Alias

Each sponsored or co-sponsored conference should have a web site. ACM SIGCHI encourages sponsored and co-sponsored conferences to host their web pages through ACM. If the committee requires a conference web page, conference blog/wiki, or access to listservs for conference advertising the request can be made here: http://campus.acm.org/public/infodir/menu.cfm 

 

If the committee requires email addresses please email the request to: ishelpdesk@hq.acm.org

 

1.5 Conference Management for sponsored and co-sponsored conferences

The following requirements must be met.

1.5.1     Responsibilities of the organizing committee

The following responsibilities must be explicitly assigned to members of the organizing committee for the conference.

1.5.2     Composition of the organizing committee

Sponsored conferences

The General Conference Chairs/Chairs and Conference Treasurer taking on the responsibilities mentioned in section 1.5.1 are required to be members of ACM and SIGCHI.

Co-sponsored conferences

At least one of the officers must be an ACM and ACM SIGCHI member.  If ACM SIGCHI co-sponsors to a level of 50% or more then the ACM SIGCHI member should have assigned responsibility for one of the following positions: general chair, programme chair or treasurer.

1.5.3     Conference report

The organizing committee must report on the performance of the conference to the ACM SIGCHI CMC using the guidelines that will be defined in the near future (this will be very light and report will be entered using a web-based form). Currently financial report is required. Please not that until financial report has been finalized for conference n-1, request for (co-)sponsorship for conference n cannot be processed.

1.5.4     Conference languages

The working language(s) and the language(s) for all publications are at the discretion of the organizing committee.  In cases where the conference proceedings are not in English, the proceedings published in the Digital Library must include an English title and abstract for each contribution.

 

SIGCHI Executive Committee (EC) decision on re-publication of work in English that was previously published in another language.  English is considered the international language of ACM SIGCHI and its journals and conferences.  Work that has previously been presented or published in a language other than English may be translated and presented or published in English in SIGCHI journals and conferences insofar as ACM SIGCHI is concerned.  The original author should typically also be the author (or co-author) of work translated into English and it should be made clear that this is a translation.  We encourage authors whose work was originally published in languages other than English to do this if they feel their work is of sufficient relevance and quality to be useful to a wider international audience.  We encourage conference technical chairs and journal editors to make it clear that papers which are otherwise acceptable should not be rejected on the basis that they have previously been published in a language other than English.  In some cases, work originally published for a very select regional audience may be improved by rewriting (as well as translating) so that the relevance to a wider audience is clarified.

Of course, it is not acceptable to translate the original work of another author and present it as one’s own.  Authors wishing to publish in English a work originally published elsewhere also need to check their original copyright agreement with the original publisher to make sure that this is permissible according to that agreement.

1.5.5. Anti-Harassment Policy (from ACM)

The open exchange of ideas and the freedom of thought and expression are central to ACM’s aims and goals. These require an environment that recognizes the inherent worth of every person and group, that fosters dignity, understanding, and mutual respect, and that embraces diversity. For these reasons, ACM is dedicated to providing a harassment-free experience for participants at our events and in our programs.

Harassment is unwelcome or hostile behavior, including speech that intimidates, creates discomfort, or interferes with a person's participation or opportunity for participation, in a conference, event or program. Harassment in any form, including but not limited to harassment based on alienage or citizenship, age, color, creed, disability, marital status, military status, national origin, pregnancy, childbirth- and pregnancy-related medical conditions, race, religion, sex, gender, veteran status, sexual orientation or any other status protected by laws in which the conference or program is being held, will not be tolerated. Harassment includes the use of abusive or degrading language,  intimidation, stalking, harassing photography or recording, inappropriate physical contact, sexual imagery and unwelcome sexual attention. A response that the participant was “just joking,” or “teasing,” or being “playful,” will not be accepted.

Individuals violating these standards may be sanctioned or excluded from further participation at the discretion of the organizers or responsible committee.

http://www.acm.org/sigs/volunteer_resources/officers_manual/anti-harassment-policy 

 

2  Rights and duties of ACM SIGCHI specialized conferences

 

ACM SIGCHI provides a set of benefits to the organizers and the organization of conferences under its umbrella. It also imposes a set of duties to the communities running these events. The list of duties and benefits are listed below. They are different according to the type conferences.

 

2.1          Sponsored conference and (co-) sponsored conferences

Conferences in these categories are the main conferences of ACM SIGCHI in terms of size of attendance, quality and close relationship with the HCI domain. As decided by SIGCHI Executive Committee (EC) SIGCHI provides additional benefits than the ones offered by ACM.

2.1.1     Benefits of being an ACM sponsored event

2.1.2     Duties of being an ACM sponsored event

 

2.1.3     Benefit of being a >=50% SIGCHI (co-) sponsored conference

o   Conditions:

o   Effect:

Surplus Grant(i) = ((sum(Surplus(i-1)+Surplus(i-2))/2) / 2,

2.1.4     Duties of being a >=50% SIGCHI (co-)sponsored conference

 

2.2          Co-Sponsored conferences (less than 50% SIGCHI sponsorship)

2.2.1     Benefit of being a less than 50% SIGCHI (co-) sponsored conference

2.2.2     Duties of being less than 50% SIGCHI (co-) sponsored conference

There are no specific duties. All the ACM and SIGCHI duties presented above (section 2.1.2 and section 2.1.4) apply.

 

2.3          In-Cooperation conferences with SIGCHI

2.3.1     Benefits of being an ACM in-cooperation event

2.3.2     Duties of being an ACM in-cooperation event

2.3.3     Benefit of being a SIGCHI in-cooperation event

2.3.4     Duties of being an ACM SIGCHI in-cooperation conference

No additional duties with respect to ACM in-cooperation (see section 2.3.2).

 

3  Contact points for ACM SICGHI specialized conferences

People able to provide you with helpful information in order to organize a specialized conference are listed on SIGCHI web site at the following address:

http://www.sigchi.org/people/officers

 

4  How-to information for organization of ACM SIGCHI specialized conferences

Present document is only ACM SIGCHI policy on conferences. Thus it only presents general aspects of organizing conferences under ACM SIGCHI.

 

4.1          Organizing (co)-sponsored conferences

For tactical information on how to organize conferences you should refer to the ACM Conference Handbook http://www.acm.org/sigs/ConfHandbook%20Final.pdf

 

4.2          Establishing an ACM SIGCHI in-cooperation conferences 

4.2.1     Contact information

Your Primary Contact for the in-cooperation conference is:

 

At ACM (for TMRF and/or budget, logistics, …)

Diana Brantuas

ACM Office of SIG Services

2 Penn Plaza, Suite 701

New York, NY 10121

Email: incoop@acm.org or brantuas@hq.acm.org

 

At SIGCHI (for scientific questions and/or organizational aspects)

Philippe Palanque

ACM SIGCHI Adjunct chair for specialized conferences

ICS-IRIT

Université Paul Sabatier – Toulouse III

118, route de Narbonne

31062 Toulouse, Cedex

France

Phone: +33 561 55 6965

Fax: +33 561 55 6965

Email: sigchi-ac-specialized-conferences@acm.org  or phil.palanque@gmail.com  

 

Step 1: Submitting the TMRF

 

The first step the committee must take in order to get an in-cooperation  event approved, is to complete and submit the TMRF (Technical Meeting Request Form). This form is completed by the General Chair, Treasurer or Programme Committee chair.

 

The TMRF must be fully filled in for submitting it for approval. However, it can be filled in in several passes. If you plan to finalize the TMRF later on you must store the URL of the TMRF you are filling in. Otherwise you can contact ACM staff (see contact information right above) to get the URL of your TMRF.

 

Where do I fill out the TMRF?

http://www.acm.org/sigs/volunteer_resources/conference_manual/incoop

 

 

What information needs to be provided on the TMRF?

The committee will provide some basic information about the conference including:  dates of the proposed event, indicate whether or not it requires proceedings, and indicate what the Call for Papers deadline is.  The form is short and should not take very long to complete.  This form gives ACM HQ and the SIG Leaders the information necessary in order to evaluate the event being proposed to ACM and the SIG.

 

What happens after the TMRF is submitted?

Following submission of the Preliminary Approval Form [TMRF]:

 

How far in advance should the committee submit the TMRF?

ACM SIGCHI recommends submitting this form 12 months prior to the proposed conference date. In the event is an annual event we recommend the TMRF to be submitted by organizers of event “n” enough ahead so that approval can be granted prior the occurrence of the even “n-1”.

 

For which kind of reasons an in-cooperation status with ACM SIGCHI  can be refused?

In any case, prior to rejection a dialogue will take place between the ACM, the adjunct chair for specialized conference and the organizers of the event. Exemples of rejection can be:

 

 

APPENDIX: Web pages and letters to be signed corresponding to the submission of the TMRF for ACM SIGCHI in-cooperation conferences

 

This annex is composed of the 4 main web pages corresponding to the TMRF and of two letters that have to be signed by the organizers of the event.

 

(page 2)[3]

The leadership of the ACM sub-unit reviewing the submitted TMRF will consider the following:

Dates

Technical Merit

Financial Considerations

ACM In-Cooperation Arrangements

The in-cooperation form is only to be utilized by conferences seeking ACM/SIG Cooperation. This means that ACM andSIGCHI lend their names but do not share in the financial support or in the surplus or loss of the conference.

Meetings approved for Cooperation may be advertised as "In-Cooperation with ACM SIGCHI". The term 'pending' cooperation may not be used.

The sponsors must provide copies of the Certificate of Insurance for liability coverage for the sponsoring organization. For conferences held outside the United States, if the organization is unable to provide a Certificate of Insurance the sponsor MUST provide a letter on the organization's official stationery indicating that they are taking full financial and legal responsibility for the event. (a template for such letter is provided at the end of this annex).

The following conditions must also be met for approval of all conferences:

  1. a signed Statement of Understanding and Hold Harmless Clause must be submitted with the completed TMRF (a template is provided at the end of this annex),
  2. a brief report must be submitted in writing within 120 days after the meeting to the appropriate ACM/SIG Staff Liaison. The report will be forwarded to the leaders of the sponsoring ACM sub-unit for review. The report will be utilized to consider cooperating support for future conferences. It should summarize the following:

 

(page 3)

 

Resolution of the Free Circulation of Scientists

September, 1974

The XV General Assembly

Having been informed of a number of cases in which bona fide scientists from National adhering bodies of the International Scientific Unions had recently been prevented from attending symposia organized by these Unions through a refusal to grant entry visas and, recalling the earlier decisions taken by the ICSU emphasizing the right to free movement of scientists in this connection, draws the attention of the individual scientific unions and other ICSU bodies to the following guidelines and recommends their adoption:

  1. Before Symposia or Meetings are arranged:
  1. an assurance in writing should be obtained from the organizers in the country concerned that visas will be granted to bona fide scientists if proper applications are made, and
  2. the unfortunate consequences which may arise through failure to grant visas should be communicated to the organizers of the symposia or meetings involved.
  1. The procedure recently adopted by the IUPAC is commended for observance by other union, namely:
  1. that application for visas where necessary should be made to the appropriate authorities not less than three months before the date of the symposium or meeting, and if these visas are not granted or promised in writing one month before the date of the event, sponsorship should be withdrawn, and,
  2. arrangements for future meetings in any country found unable to comply with these principles should be suspended until more satisfactory circumstances exist.
  1. National adhering bodies of the ICSU should urge the authorities in their countries to facilitate attendance and exit visas for scientists to attend such meetings in the same way.
  2. Each Union or other ICSU body should inform the ICSU and its Scientists of cases in which withdrawal of sponsorship has become necessary so that other Unions may take this into account in making their own arrangements for meetings and symposia.
  3. The Chairman of the Committee for Free Circulation and the Secretary General of the ICSU should maintain a record of cases reported, to which scientific unions and other ICSU bodies may refer.

ACM Resolution on Sponsorship of International Conferences as Passed by the ACM Council

May 25, 1975

Moved: ACM Council, desirous of encouraging open information exchange and complete scientific freedom, subscribes to the following policies relating to international scientific conferences sponsored by, or held In-Cooperation with, ACM:

  1. The Council endorses the September 1972 addition to the Statutes of The International Council of Scientific Unions, and affirms that official ACM participation in all conferences shall be guided by the principles expressed in that provision: "In pursuing these objectives of the ICSU, the (ICSU) Council shall observe the basic policy of nondiscrimination and affirm the rights of scientists throughout the world to adhere to or to associate with international act regard to race, religion, or sex."
  2. Council indicates that the implementing guidelines contained in the Resolution on the Free Circulation of Scientists of the ICSU XV General Assembly shall be followed to the extent possible in developing implementing procedures specifically meant for ACM sponsored conferences in or outside the United States, recognizing the responsibility of the ACM Council as final arbiter in such matters.

It is the viewpoint of the ACM Council that the computing community should support only such conferences, whether ACM sponsored or not, that subscribe to these guidelines. However, ACM or any of its sub-units shall not enter into formal agreements on international conference sponsorship or participation unless the sponsoring organization in the host country has agreed to adhere to these principles.

 

 

 

(page 5)

 

 

Letter of Financial responsibility

 

Financial Responsibility Letter for use with organizations that can not provide a Certificate of Insurance

This letter must be place on the Sponsoring Organization Letter Head

This letter must be signed (any un-signed letter will delay the processing for approval)

 

 

ACM-SIG Services

2 Penn Plaza, Suite 701              

New York, NY 10121

 

                                                                                                                [___enter date___]

 

 

To Whom It May Concern:

 

 

RE: [__name/year of conference__] and the Association for Computing Machinery In-Cooperation

 

                

The [__name/year of conference__] taking place on [__dates of conference__] in [__location of conference__] is sponsored by us, [__name of sponsor__].

 

We, the sponsors for this conference, take 100% financial responsibility.  ACM SIG [__List all the SIG sub-unit(s) for which cooperation was requested__]  hold no responsibility, financial or otherwise, for this conference.

 

We are unable to submit a Certificate of Insurance for the following reasons:

_____________________________________________________________

_____________________________________________________________

_____________________________________________________________

_____________________________________________________________

 

 

 

 

                                                                                        Sincerely,

                                                                                                    [______SIGN HERE______]

                                                                                                    

 

[___Title___]

                                                                                                    [___Name___]

 

 

 

Statement of Understanding

 

Statement of Understanding for ACM In-Cooperation Conferences

 

The enclosed In-Cooperation Technical Meeting Request Form has been prepared to the best of my ability.

 

It is complete and accurate. If this conference is approved for ACM Cooperation, it is agreed that:

 

         ACM members will be permitted the same fees for registration, proceedings etc. as members of the sponsoring organization(s).

 

         The conference will provide one complimentary copy of the Conference Proceedings to ACM for archival purposes. That copy should be sent to: ACM SIG Services Department, 2 Penn Plaza, Suite 701, New York, New York 10121.

 

         All publicity relating to this conference is to state that the meeting is “In-Cooperation with ACM.” The ACM logo with a registered trademark symbol must be displayed and may be obtained from ACM Headquarters SIG Services Department.

 

         I am informed of the ACM policy on free circulation of scientists as it applies to the ACM Resolution on Sponsorship of International Conferences of 25 May 1975 and of the spirit and intent of the relevant Resolution on the Free Circulation of Scientists of the International Council of Scientific Unions [See Guidelines]. I know of no aspect of the proposed meeting, which is contrary to this intent.

 

                I accept full responsibility and liability if I fail to comply with the ACM policies and procedures.

 

 

Signature                _____________________________________________             

                                Conference Chair

 

 

Date                         ________________________________

                   

 

 

 

Signature                    ____________________________________________               

                                Sponsoring Organization Representative          

 

 

Date                         ________________________________              

                

 

 

                                _____________________________________________

                                Sponsoring Organization Name

 

                                

 

 

                                _____________________________________________

                                Representative Name and Title

 

 

Hold Harmless Clause for In-Cooperation Conferences between the

Association for Computing Machinery, Inc.

 

(hereafter known as "ACM") and,

 

 

Name of Conference: ______________________________________________________

 

Dates of Conference: ______________________________________________________

 

Location of Conference:____________________________________________________

 

 

hereafter known as the "Conference", and

 

Sponsoring Organization: __________________________________________________

 

Address: ________________________________________________________________

 

 hereafter known as the "Sponsor(s)."

 The Sponsor(s) assumes entire responsibility for the legal and financial liabilities associated with the above named Conference.

 

The Sponsor(s) agree to hold harmless and indemnify ACM, its directors, officers, employees, agents, and assigns from and against any and all liability, loss, requests for payment, damages to persons and property including loss of use thereof as well as fines and penalties imposed by any governmental or regulatory authority and reasonable attorneys fees and disbursements in connection with the above captioned event.

 

In addition, the Sponsor(s) acknowledges that ACM does not maintain insurance covering the Sponsors and it is the sole responsibility of the Sponsor(s) to obtain comprehensive General Liability and Contractual Liability insur­ance to insure losses or casualties associated with the Conference.

 

The Sponsor(s) also acknowledge that there is a financial risk involved with sponsoring the Conference, and that the Sponsor(s) alone shall bear the burden of financial loss to the Conference.

 

I certify that I am an agent for the sponsoring organization and have the authority to make legal commitments for the organization.

 

For           _______________________________________________________________

 

Date           ________________________________________________________________

                  

 

Name of Organization _____________________________________________________

            

 

By

Signature   _____________________________________________________________

 

Print Name   _____________________________________________________________

            

 

 

/


[1] The logo is available at the following address http://www.sigchi.org/logo.jpg

[2] Access to this grant depends on the financial health of ACM SIGCHI. In case this rule cannot be applied the conference organizers will be notified when the PAF is submitted

[3] Page one is very simple and is directly accessible from

http://www.acm.org/sigs/volunteer_resources/conference_manual/incoop