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SIG Elections
Can a SIG chair be re-elected?
Yes, SIG chairs can run for re-election following their completed term. SIG co-chairs can serve no more than three terms as co-chair of an individual SIG.
What is the process to conduct SIG elections?
The process is outlined in the SIG Chair Handbook (p. 9) and copied below:
- Use the email system in Academic Experts to send an email to your SIG members announcing the election.
- Send out a notification 4 weeks prior to the SITE conference soliciting candidates for Co-Chair. You may also recruit other colleagues who are SITE attendees to run.
- You may hold the election digitally before the SIG meeting, but there must be a final election at the SIG meeting at the SITE conference, and the person running MUST be present. You may use any online system for voting prior to the conference (e.g., Google Forms, Survey Monkey, etc.), but the final vote tally must be counted during the meeting. If you use the online system prior to the meeting, you may either have attendees vote online or on paper during the meeting and add the votes together. Please make sure that attendees do not vote online AND in person.
- Whether you conduct the election digitally or face-to-face, solicit bios including the candidate’s interest in the position and their experience with SITE, then circulate those to the SIG members before the meeting. However, a candidate may decide to run when you call for other candidates at the meeting. It is recommended that all candidates stand up and share their information at the meeting in addition to sharing it online prior to the SITE conference.
- Only SITE members are allowed to vote in SIG elections.
Approving & Managing Reviewers
Are there criteria for approving reviewers?
In general, reviewers are approved if they work in academia (or are currently a doctoral student) and have uploaded a CV/resume that indicates familiarity with the technology topic in which they have applied to review. The system assigns proposals automatically based on the SIGs chosen; however, if you need to manually assign a reviewer (in case a paper doesn’t have the minimum number of reviews), you can use this information to manually assign reviewers if they are a good fit based on their scholarly publications, SIG activity, attendance at previous SITE conferences, etc.
What are the criteria for being a reviewer?
SITE has no official criteria guidelines for becoming a reviewer. All reviewers must apply in the system, and new reviewers must attach a CV. The following guidelines are helpful for individuals who have signed up to review papers: SITE Conference Reviewer Guide.
How do I manage reviewers for my SIG?
SIG chairs approve all reviewers for the SIG. The SITE system assigns papers to reviewers according to the number of papers they selected within each SIG. Occasionally, you might need to assign a paper to a new reviewer if it does not receive the minimum number of reviews (or get another opinion on a borderline paper — meaning one reviewer scored it favorably and another had severe concerns). This is all done in the MySITE system. Two instructional videos are available on the SIG Chair Launch Pad Video Library:
Do reviewers get notified when reviews are due?
Yes. SITE sends out an initial email to all reviewers with the directions, deadlines, and number of assigned papers, and periodically sends reminders regarding the deadline for each call. It is still best practice for SIG chairs to engage with reviewers as an added layer of support. If you want to see what gets communicated, we suggest signing up to review papers for another SIG.
How do I communicate with reviewers?
This happens in the MySITE system. In the administration site of your SIG, there is an option to send out a mailing to approved reviewers. You may communicate with approved reviewers through MySITE, but ONLY communicate with SIG members through Academic Experts. See the SITE Conference Reviewers video.
Should reviewers from previous years be deleted?
No. All reviewers have the ability to add or remove their reviewer status in their own MySITE portals. The only thing you need to do is approve reviewers who apply each year. Aim to do this before the deadline for the first call of proposals.
How many submissions can our SIG accept?
There is no minimum or maximum on the number of submissions that can be accepted — the conference schedule is built around proposals that are accepted. We do suggest that you be more selective with recommending and approving full papers than with other submissions such as posters and roundtables.
SIG Management
How do I send an email to the entire SIG?
There is an instructional video on how to send out a mailing to the entire SIG on the SIG Chair Launch Pad (Send SIG Email through Academic Experts). Please only communicate with the entire SIG through Academic Experts, not MySITE. Video: Send Email through Academic Experts.
Does the messaging in MySITE work?
The option is there, but we have been instructed NOT to communicate with SIG members using the MySITE system — use Academic Experts. You MAY communicate with reviewers using MySITE because reviewer information is reviewed and updated regularly.
What do we do if a submitted proposal doesn’t show up in the review list?
Contact conf@aace.org for help.
What are the steps for creating a SIG award?
SIGs can make their own award, but there is no formal recognition for the award outside of the SIG and no funding to support it from SITE. Recommendations include paper certificates, 3D-printed awards, etc. Each SIG can determine the method for application, recognition, and voting during the annual SIG meeting.
What are the steps for making a change to my SIG webpage?
All SIG website changes should be submitted to the appropriate Council Chairs (TEC, ITC). Council chairs will then contact the appropriate person to make the changes.
Additional Questions
How do I access my SIG online?
Start by watching the two orientation videos posted on the SIG Chair Launch Pad Video Library:
Proposals and reviews are managed through the MySITE system. All emails and correspondence with SIG members are done through the Academic Experts system.
What is the difference between MySITE and the AACE system?
MySITE is the system SITE uses to manage all proposals and reviews for the conference, and it communicates with reviewers and authors regarding their SITE proposals. The AACE system (Academic Experts) hosts the conference schedule each year once the conference has been built out, and also hosts the bulk of SIG activity by allowing chairs to directly communicate with SIG members.
