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| OVERVIEWS |
| Where can I find an overview description of what PROSE does and how it works? |
| A general overview of the operation of PROSE is available in the form of a guided tour. A tutorial on the operation of PROSE from the perspective of the person in charge of the review process (the journal editor of conference chair) is available at http://www.prosemanager.co.uk/tutorial1.htm |
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| PAPER SUBMISSION AND REVIEW |
| P1. What format must I use to submit my paper? Can I submit a draft paper in MS Word format? |
| Draft papers for review must be submitted in PDF format via the PROSE system. Authors of papers that have been accepted may need to provide editable files in MS Word or LaTeX. Please contact the editors of the journal, or organisers of the conference, you have submitted the paper to. |
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| P2. I don't know my PROSE password or user id. What can I do to find them? |
| When you receive an email from PROSE it includes a link which you can follow to get your login details (user id and password) emailed to you. You can also follow the "Forgotten Password" link on the PROSE login screen, to get your password. You will need to enter your User Id (which is the paper number if you are an author) and the email address you provided when you submitted the paper. |
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| P3. I have submitted a paper. How can I confirm that it has been received? |
| When a paper is submitted PROSE supplies the author with a User Id and Password on the screen during the submission process. These details are also supplied in an email which is automatically sent to the author by PROSE. The email confirms receipt of the paper. The author can also log in to PROSE to check that the paper is present, and to check progress. |
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| P4. I have submitted an incorrect version of my paper, or need to update it. How can I load a new version of my paper? |
| Once a paper has been submitted it is not possible to change it or to accept a revised version until after it has been reviewed. Authors get one attempt at submitting their paper, then they are allowed to submit a revised version after the reviews have been received. If it is *essential* to send a revised version, your conference or journal organisers may allow you to make a new submission, with a new paper number. It will then be necessary for them to delete the previous version. It is suggested that you ask them before you do this. Resubmissions like this cause a lot of work, so please avoid it if you can. |
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| P5. How can I check progress of my paper through the review process? |
| Log in to the PROSE review system using the User Id and Password you were supplied with when you submitted the paper. You will be able to see the status of your paper there. |
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| P6. I have entered my PROSE login details, but I cannot log in. What could be wrong? |
| Do you have more than one PROSE login? If you have submitted more than one paper you will have different login details for each. If you are both an author and a reviewer, you will have different login details for each. If you have submitted to a journal and a conference, both of which use PROSE, you will have different logins for each. You need to ensure that you have a the correct password for the user id you are using, and the correct user id for the event. |
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| P7. I have logged in to PROSE but I cannot see the paper, review etc., that I expected. What is wrong? |
| 1. Have you submitted more than one paper? Each paper submitted to PROSE will have its own User Id and Password. Ensure you are using the login details for the paper you are trying to access. 2. Do you have multiple PROSE logins e.g. are you an Author and a Reviewer? You will have a different set of login details for each role you have e.g. one set of login details for each paper you have submitted and another set for your duties as Reviewer (possibly another set if you are a Track Chair, etc). Make sure you are using the correct login details. |
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| P8. I am involved in the organisation of a conference or journal that is using PROSE for paper submission and reviews. How do I find out how to use the PROSE system? |
| A tutorial on the use of PROSE is available ...here... |
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| P9. I am an author. Does PROSE tell me who is reviewing my paper? |
| No PROSE keeps the identity of reviewers secret from authors. |
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| P10. The status of my paper is 'Accepted Subject to Revision' - what happens next? |
| You need to revise the paper according to the reviewers comments, then upload a PDF copy of the revised paper, with any remarks you wish to make about the reviewers comments appended as a final page to the paper. At this point the status goes to 'Revised Paper Received Awaiting Decision'. If the revised paper, is accepted, the status goes to 'Accepted Awaiting Publication Files' and you must upload the final camera-ready paper (the publication files). See other FAQs for details of the publication files. |
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| P11. The status of my paper is 'Accepted Without Change' - what happens next? |
| This means that your paper has been accepted without the need for you to make any major changes. However, you are asked to check the paper one last time for typos and other errors, then upload a PDF copy of the final paper. At this point the status goes to 'Final Paper Received Awaiting Decision'. If the paper is finally accepted, the status goes to 'Accepted Awaiting Publication Files', and you will need to upload and editable final version of the paper (the publication files). See other FAQs for details of the publication files. |
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| P12. The status of my paper is 'Revised paper Received Awaiting Decision' - what happens next? |
| The paper is awaiting a decision from the conference or journal about whether the revised paper you have submitted is acceptable or not. At this point PROSE does not require you to take any further action, until the decision has been made. If the revised paper is accepted the status of the paper will go to "Accepted Awaiting Publication Files" and PROSE will send an email requesting the publication files (the editable version of the paper required for publication). Please also see FAQ P10. |
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| P14. The status of my paper is 'Final Paper Received Awaiting Decision' - what happens next? |
| The paper is awaiting a decision from the conference or journal about whether the latest version of the paper is acceptable (this should be a formality as the paper was originally 'Accepted Without Change'). PROSE does not require you to take any further action at this point. When the paper is accepted, the status will go to "Accepted Awaiting Publication Files" and PROSE will send you an email asking you to upload the editable version of the paper for publication (the publication files). Please also see FAQ P11. |
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| P15. The status of my paper is 'Accepted Awaiting Publication Files' - what happens next? |
| You need to upload an editable copy of the final paper (the publication files), exactly as it should appear in the proceedings, onto PROSE. See later FAQs for information about the publication files. |
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| P16. The Status of my paper is 'Accepted Publication Files Recieved' - what does this mean? |
| This means you have uploaded the publication files that make up the final paper to be included in the proceedings. You do not need to do anything more at this stage, but look out for any more emails you may receive from PROSE or the conference/journal organisers. Your paper will be checked and if any more files are needed you will receive an email containing instructions. Otherwise, you have finished. |
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| UPLOADING FINAL PAPERS |
| F1. What is meant by 'Publication Files'? |
| The review process takes place using PDF copies of the submitted papers. When the review process is complete and a decision has been made that the paper may be published, it is necessary that the authors submit an editable version of the paper. This may be in MS Word, LaTeX or another format, depending on the requirements of the conference/journal. The files that make up the editable version of the paper are referred to as the Publication Files. When the review process is complete, PROSE will send an email to the authors asking them to upload the Publication Files. |
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| F2. My paper was written using LaTeX and so the editable version consists of a number of files. How can I upload this onto PROSE? |
| PROSE allows multiple files to be uploaded at the time when the publication files are requested. |
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| F3. Can I upload the publication files as a single zipped file? |
| Please contact the organisers of the conference / journal to find what they require. |
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| F3. How do I know if my final camera-ready paper has been received? |
| The final camera-ready paper must be in the form of the 'publication files' (see previous FAQs to find out what this means). To find out whether these have been revieved log in to the PROSE review system. If the status of your paper is 'Accepted Publication Files Revieved', then the publication files have been received. If the status is 'Accepted Awaiting Publication Files', then you need to upload the publication files. If the status is anything else, then the review process is not yet complete. |
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| F4. I need to change the publication files I have uploaded. How do I do this? |
| If you click "Done - ..." when you have uploaded your publication files, PROSE locks the upload systems and notifies the conference/journal organisers that the complete set of publication files is ready for processing. If you wish to upload new publication files, you will need to contact the organisers, and ask them to unlock the publication file upload system. When this is done you will be able to delete the files you originally uploaded, and upload new ones. |
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| REQUIREMENTS FOR USING PROSE |
| R1. What are the requirements for running PROSE? |
| PROSE is a hosted service running on professional servers. So, your only requirements are a computer with an internet connection and a browser. |
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| R2. Do I have to have my own server? |
| We offer PROSE as a hosted service, so PROSE is installed on our professional servers. There is no need for you to have your own server. |
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| R3. Is PROSE compatible with Windows/PCs, Linux-based systems, Apple Macs, etc. |
| PROSE is an internet-based system where users accessing it via a browser. Providing your computer has web access and an internet browser (e.g. Internet explorer, Netscape navigator, Opera, Mozilla Firefox, etc) there should be no problem about using PROSE. |
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| R4. Can I run PROSE on my own server if I wish? |
| We offer PROSE as a hosted service and recommend that it is used in this way. However, if you have specific requirements that make it necessary for you to host PROSE yourself we can discuss this with you. |
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| R5. Can I integrate PROSE with my conference or journal web site? |
| Yes. We will provide you with two URLs that you may embed in your web pages as you wish. One of will link to a page to be used by authors who wish to submit a new page. The other will link to a login screen that enables returning authors, editors, programme committee members, etc., to access the system through a password-protected login. |
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| R6. How much does PROSE cost? |
| A years subscription to the PROSE service costs about the same as a couple of days of your time, costed at realistic rates. Think about how much time PROSE can save you and you will agree that PROSE is well worth the cost. |
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| CONTACTS |
| C1. Who should I contact about problems with using PROSE in connection with a conference or journal? |
| Please contact the organisers of the conference or journal, who are responsible for support. |
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| C2. I am interested in using PROSE for my conference or journal, what should I do? |
| You can find contact details ... here ... |
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