Schloss Dagstuhl : Collector's ToDos

For each Dagstuhl Seminar a volume of Dagstuhl Seminar Proceedings is published. Editors of this volume are the organizers of the respective seminar. They will have to do some reviewing and have to decide which submissions should be published. The collector has to perform the organizational work (and in return will get some allowance).

This means in particular:

to "collect" the submissions (supported by our upload tool),
to initiate the reviewing process of the organizers, and
to advise Dagstuhl Office which documents should be published.

The following list describes these tasks in detail:
(for further information, please ask Marc Herbstritt ).

Preparation

You may have a look on a nice example of Dagstuhl Seminar Proceedings (volume 06061).
As soon as you are nominated to be collector, please send an email to Ms. Gasiorowski (proceedings(at)dagstuhl.de).
You will receive some additional information from us (e.g., call for papers template).
On your first seminar day, please contact the reception at Schloss Dagstuhl in the morning.
They will register you as collector, give you a list of participants + announced talks, and some hints and instructions.

During the Seminar

Please remind the organizers to introduce the Dagstuhl Seminar Proceedings to the participants.
Keep track of the whole seminar and update the list of talks in respect of:
- title,
- speaker (author) + affiliation,
- joint work of (co-authors) + affiliations (if available).
Remind the speakers to update and complete their materials on the Seminar "Materials" web page , if applicable.
Ask the organizers which talks should be published as draft paper after the seminar.

End of the Seminar

Hand in a copy of the updated list of participants + talks at the reception.

After the Seminar

You may use the additional material you will receive from Dagstuhl as soon a s possible:
- mailing list for your seminar,
- call for papers template (see "Preparation")
  (you can also use this call for papers)
Within one week after the seminar you should send out a call for papers to all participants:
- Remind the participants to complete and correct all meta data on the Materials page.
- Ask the participants to contribute draft papers or extended abstracts of their talk, or any seminar results which would be published as a citable publication in our Dagstuhl Seminar Proceedings.
- Remind the organizers to submit an executive summary of the seminar.
- Submission of documents has to be done online. Via the "Materials" web page authors will be directed to the upload tool
  (more detailed description, e.g., concerning preferred style and templates in the submission guidelines):
  1. fill in all meta data + press "save changes"
  2. upload the pdf-paper / extended abstract
  3. use button <--> to copy the paper from the "Materials" platform (light blue) to the "Submission" platform (red)
  4. press button "Submit Now"
  5. confirm on next web page.
- Deadline for the submission is two months after the seminar.
From time to time within two months after the seminar, click the "Collector Buttons" on the Materials page of your seminar to check the submissions.
(access similar to "Materials" upload: login= <seminar number>, password= <access code (4 digits)>)
You are expected to get at least one contribution per talk (done by participants) + an executive summary (done by organizers).
- Participants who had given a talk should at least complete / correct all meta data of their talk including a short text abstract.
- Also the executive summary of the organizers should be completed by meta data including a short text abstract.
- Additionally, contributions like draft papers or extended abstracts (including all necessary meta data, but more elaborate than the meta data abstract) are welcome.
  These have to be in an acceptable layout (camera ready) (e. g. LNCS + our templates; other layouts welcome) format pdf is required, sources are welcome.

A PDF-abstract-collection will be generated out of these meta data text abstracts and published as one document.
Draft papers / extended abstracts will be published as individual publications, without further editing.

After the deadline

Click the "Collector Button" abstracts-collection.tex. All meta data which has been uploaded to the Materials page will be written into one LaTeX-file and texed into pdf. You can access the LateX-source as well as the pdf. Please
- add keywords
- have a look on formulas and
- carry out any further necessary corrections.
You may download the LaTeX-source and send the corrected version to proceedings(at)dagstuhl.de or you may directly edit the meta data on the Materials page. All hyperlinks to the server DROPS will be completed by Dagstuhl office.
Initiate the organizers to check / review all submissions (click appropriate "Collector-Button" on Materials-page; access s.a.).
The organizers should tell you which submissions need to be revised, rejected or published.
Initiate revision processes, if necessary, and let the organizers check again.

Final steps

Ask the organizers for their OK to publish the abstracts collection. Then, send an email to proceedings(at)dagstuhl.de containing

a corrected version of "abstracts-collection.tex"
a list indicating which submissions the organizers selected for publication.

Dagstuhl will publish the Dagstuhl Seminar Proceedings volume as soon as possible and send you your allowance. Should you haven't told your bank details to Dagstuhl yet, please download this form and fax it to Dagstuhl office: +49 - 6871 / 905133.