http://www.aarweb.org/Meetings/Annual_Meeting/Current_Meeting/OP3/instructions.asp
OP3 Evaluation Instructions
OP3 can be accessed from the Program Unit Chairs Resources pages of the AAR website. This is the same login as if you were going to propose a paper or session.
Instructions for Steering Committee Members
After logging in, you will be sent to the Main Menu page. One of the links is for the Steering Committee Menu for your program unit.
The Steering Committee Menu may allow you one or two options for reviewing submissions, depending on your unit's review process. You may choose either to do an "Anonymous Review" where the name of the submitter will not appear, or choose to see the name with the proposal. Many units only allow the anonymous review process for the steering committee members, in which case the "Without Names (Anonymous Review)" is the only option listed.
After selecting the method by which you wish to review proposals, you will be sent to the Proposal Review Menu page. Proposals for your program unit will be listed by title, date submitted, and the name of author if not an anonymous review. To help you find a specific proposal, you can sort the proposals by these criteria or apply a descriptive name to each proposal. If your unit allows it, the ratings and comment of previous reviewers, if any, will also appear.
Choosing the "Review" button to the right of the submission title leads to the Submission Review page, which displays the full contents of the proposal. The Rating form allows you to add comments and to rate the proposal.
If you do not wish to take any action on the proposal, you may exit the Submission Menu and return to the Proposal Reviews Menu or the Steering Committee Menu to exit out of the OP3 Evaluation system.
Exiting the OP3 Evaluation Form
After finishing any actions you wish to take, you may exit the OP3 Evaluation form by pressing the "Return to Main Menu" button on the Chairs Menu.
Instructions for Chairs
After logging in, you will be sent to the Main Menu page. One of the links is for the Chairs Menu for your program unit.
Settings for Steering Committee Members
One of the first steps in the online review process is deciding how your unit's steering committee members will be able to review submissions. This is done by changing the selections listed under "Settings for Steering Committee Members." Currently, the default settings for steering committee members are
- Anonymous Reviews - steering committee members will not see submitter's names with proposals. To change this, select the first checkbox and press the update button. Steering committee members will still be able to see the participants' names listed in a panel session proposal.
- Steering committee members do not see the ratings and comments left by other reviewers. To change this so that steering committee members are able to see the other reviewers comments and ratings, select the second checkbox and press the update button. · The two options above are not mutually exclusive.
Reviewing a Submission
The Chairs Menu allows you two options for reviewing submissions. You may choose either to do an "Anonymous Review" where the name of the submitter will not appear, or choose to see the name with the proposal.
After selecting the method by which you wish to review proposals ("Without Names (Anonymous Review)" or "With Names"), you will be sent to the Proposal Review Menu page. Proposals for your program unit will be listed by title, date submitted, the name of author if not an anonymous review, and the ratings and comments of previous reviewers, if any are entered yet. To help you find a specific proposal, you can sort the proposals by these criteria or apply a descriptive name to each proposal. To the side of each entry is the acceptance field where you can mark whether a proposal has been accepted or declined by your unit. If a selection is the field is marked and saved by pressing the "Update…" or "Review…" buttons, then a green check or a red cross will appear to reflect the decision. A note will appear under the graphic to tell whether an e-mail confirmation had been sent yet.
Choosing the "Review" button to the right of the submission title leads to the Submission Review page which displays the full content of the submission. The Rating form allows you to add comments and rate the proposal. Below this is the "Forward This Proposal" form.
If you do not wish to take any action on the proposal, you may exit the Submission Menu and return to the Proposal Reviews Menu or the Chairs Menu to exit out of the OP3 Evaluation system.
Forwarding a Proposal
If you feel that a proposal is strong, but not relevant to your program unit's focus for this year, you may forward it to the "Grab Bag" where it will be reviewed by either all program unit chairs or directly to a specific program unit.
- Please note that by choosing to forward a proposal to the Grab Bag or to another program unit, that it will no longer be available for review by your program unit and all comments and ratings attached to it will be deleted and cannot be recovered.
- Also, not all program units are accepting proposals by OP3; if you have forwarded a proposal to one of these units, please alert the chair of that unit so that they are aware of this and can enter OP3 to review it. Contact information for your fellow chairs is available on the Program Unit Types page, sorted by program unit type.
Review "Grab Bag" Submissions
Another option on the Chairs Menu is to review "Grab Bag" Submissions. The "Grab Bag" consists of proposals that other program unit chairs thought were promising but did not fit their unit's focus for this year. The Grab Bag Menu page displays the title and if not an anonymous review, the author of a proposal. Selecting the "Review" button takes you to a page displaying the full proposal. Selecting the "Move This Proposal to My Program Unit" sends the proposal to your unit's Proposal Review Menu where it may be reviewed by others in your unit. Moving a proposal to your unit removes it from the Grab Bag.
Sending Confirmation E-Mails
A proposal review period extends to Sunday, March 15, 2009 at 11:59 PM (23.59h) ET. Chairs are encouraged to use this time to evaluate proposals and contact the chairs of other units, if necessary. E-mail confirmation notices can be sent after March 15.
Click the appropriate radio button to either accept or decline a proposal. After making your selections, you can press the "Update Acceptance Data" button to save your changes or you can go directly to the "Send Confirmations E-Mails" page. Please note that clicking the "Review" button will also update any change made to any session on this page.
You can save your decision as many times as you wish before sending the confirmation e-mail. If you do not wish to save your changes, either click on the "Reset" button, the "Return to Chairs Menu" button, or close your web browser. When you next return to the page, any unsaved changes will be removed. You will not be able to use this menu to change the approval status of a proposal after the e-mail confirmation has been sent. To do this, you must return to the chairs menu and go to the "Change Approval Status after E-Mail Confirmation Has Been Sent" menu.
Press the "Send Confirmation E-Mail" button when you are ready to e-mail notifications to go to the E-Mail Confirmation Menu. Proposals will only appear on this page once they have been accepted or declined and if the submitter has an e-mail address listed in the contact information. Unmarked proposals and proposals by members without e-mail addresses will not be listed on this page.
You can send the default e-mail text, edit the text, or write your own e-mail in the field provided. Any e-mails sent will carry your own e-mail address in the "From" field, so replies will go directly to you.
You can choose either to send or not send an e-mail in response to a proposal by clicking the appropriate radio button ("Send E-Mail" or "Do Not Send E-Mail at This Time"). The proposal will remain visible on this screen until you decide to send the e-mail. To change the acceptance status of a proposal, please return to the review menu.
After finalizing the e-mail text, press "Send E-Mail" to send. Once the e-mails have been sent, the proposal will no longer appear on this screen. If you decide not to send any e-mails at this time, please press one of the "Return to…" buttons. Any changes you have made to the text fields will not be saved.
Change Acceptance Status after E-Mail Confirmation Has Been Sent
If for any reason the decision regarding the acceptance of a proposal to the unit is changed after the e-mail has been sent, you can change the acceptance status on this page. This is important, since the Session Entry database will automatically import all accepted proposals for your scheduling purposes.
Only the proposals that your unit has e-mailed confirmation notices to will appear on this page. Click the appropriate radio button to either accept or decline a proposal. After making your selections, you can press the "Update Acceptance Data" button to save your changes or you can go directly to the "Send Confirmations E-Mails" page. Please note that clicking the "Review" button will also update any change made to any session on this page.
You can save your decision as many times as you wish. If you do not wish to save your changes, either click on the "Reset" button, the "Return to Chairs Menu" button, or close your web browser. When you next return to the page, any unsaved changes will be removed. IMPORTANT NOTE: If you change the status of any proposal after the notice has gone to the submitter, you must personally contact the individual to discuss the change; this system will not send an automatic notice to apprise the individual of the update.
Exiting the OP3 Evaluation Form
After finishing any actions you wish to take, you may exit the OP3 Evaluation form by pressing the "Return to Main Menu" button on the Chairs Menu.
Please contact the Annual Meeting Program Director with any questions