Topic coordinators

The 'Topic Coordinators' page displays all of the currently created coordinators in this review module. You can use these coordinators to let them assign the abstracts, reviewers and session proposals to each other, based on a selection of topics.

To create a new topic coordinator, click the 'Add Topic Coordinator' button at the top of the page. You can then fill in their information and select a number of topics. 
Topic coordinator accounts can be given separate access to the Abstract assignment, the Session assignment and the Scientific committee downloads page. Please use the relevant checkbox when creating a topic coordinator.

You can also edit an existing coordinator by clicking on their name in the list.

If you would like to activate or deactivate one of the accounts, click the 'Activate' or 'Deactivate' button on the right side of the page. You can also click the 'Login' button to log into their account without using the login credentials.

Once your accounts are ready, you can send an account information email. Please make sure you have set up the email before sending it. This can be done via the page Standard emails & settings -> Topic coordinator invitation

Once your accounts are ready and you have set up the email, select the coordinators in the list, then click the three dots and choose 'Send Invitation Email' to send out the account information email.

The emails will be sent after confirmation of the next question.

Bulk selection
Use the 'Checkbox selection tool' to 'Select From / To' and 'Deselect From / To' to allow you to quickly select or deselect a range of checkboxes. Click on one checkbox, then click on another, and both these checkboxes and all checkboxes in between will be selected or deselected.

What the topic coordinator sees

After the topic coordinators log in, the pages are filtered by their assigned topics, restricting the abstracts, proposals and reports they can view on these pages. They can assign abstracts to reviewers or reviewers to abstracts.
To use this page, the topic coordinator should first click the 'Assign reviewers' button (on the 'Abstract assignment' tab) or 'Assign abstracts' button (on the 'Reviewer assignment' tab) at the top of either tab, which will take them to a more expansive page, providing them with an overview of the assigned reviewers, abstracts and/or topics.

The topic coordinators will then be able to select multiple abstracts or reviewers in the list, and use the bulk action at the top of the table to either unassign all abstracts or reviewers, or manually assign abstracts or reviewers to their selection.

If your topic coordinator also has access to the session proposals, the relevant tabs will be added to the screen.
Please note that all tabs work in the same way. On this instruction page, we will only explain the 'Assign reviewers to abstracts' tab. 

When they have selected various abstracts, the system will check which topics these abstracts have, and then present a list of reviewers that have been assigned these selected topics. Alternatively, when they have selected various reviewers, the system will check which assigned topics are shared between the selected reviewers, and then present a list of abstracts that contain one of these topics.

Assign randomly
If the topic coordinators do not want to assign the reviewers or abstracts manually, they also have the ability to click the 'Assign Randomly' button at the top of the page. They will then be able to select which topics they want to randomly assign, and additionally how many abstracts they want to assign per reviewer, or how many reviewers they want to assign per abstract. The system will then assign them automatically.

Maximum assignment setting
The topic coordinators can also use the maximum assignment setting, allowing them to restrict how many times something can be assigned to a reviewer, abstract or session proposal.
For example, when they are assigning the reviewers to the abstracts, they can indicate for each topic how many reviewers should be assigned to each abstract. This ensures that the topic coordinators are not overburdening some of your reviewers, but it may also leave some abstracts without enough reviewers.
So you may want each abstract to be reviewed by 5 reviewers, but you may also want your reviewers to review no more than 50 abstracts. Once that limit of 50 abstracts has been reached, nothing else will be assigned to that reviewer, meaning there might not be enough reviewers to fulfil the requirement of 5.

If the first and second topic choices are used int the congress, both topics are visible for the topic coordinators and the abstracts can be assigned randomly based on the first or second topic choice.

Using the 'Presentation preference' pulldown menu, the topic coordinators can filter the abstracts based on their presentation preference.

Click on the 'Filter topics' button to filter on topics.

After the topic coordinators click the 'Assign randomly' button, they can filter on presentation preference. Select the desired presentation preferences below to limit the abstracts that are to be assigned, or select none of them to include all abstracts.

If the second presentation preference choice option is used in your congress, for each presentation preferences the topic coordinator can choose whether it should be in the filter by 1st, 2nd or both presentation preference choices.

The number of abstracts and the number of reviewers are shown per topic. If the topic coordinators have selected a presentation preference as an additional filter, only the number of abstracts and reviewers included in the filter are shown.
Depending on whether they are assign reviewers to abstracts or abstracts to reviewers, they will get one of the following screens. The topic coordinators can set the maximum of assignment using the 'Maximum Assigned Abstracts Per Reviewer' or 'Maximum Assigned Reviewers Per Abstract' pulldown lists, as previously explained on this page.

Please note that the 'Assign randomly' feature has been reworked so that it no longer resets the current abstract/reviewer assignment. You can now safely use this feature to randomly distribute more abstracts or reviewers, whilst keeping your current assignments intact.

Please also note that if a reviewer is not included in the abstract or session proposal reviewing, this reviewer will not appear on the relevant assignment pages. Please click here for more info about whether or not to include a reviewer in the abstract or session proposal review.