Responsibility

You are responsible for liaising with W4A Ops to confirm nature of award. Drafting the Call for Submissions text: this will exist as a web page on the W4A web site; essential details plus a link to the web call can be put into an email for circulation. The text should: i) Explain the role of the Student Award - which is to give outstanding undergraduate or postgraduate web accessibility researchers, who otherwise wouldn't be able to attend, the opportunity to attend W4A. ii) State eligibility criteria (i.e. it's only open to full or part-time undergrad or postgrad students) and student award applicants cannot also be co-authors on a submitted technical or communication paper. iii) Describe the submission system, stating clearly what applicants need to submit and how (e.g. by email to the chairs). Th submission should include - a 500 word summary of their research. This should be in ACM format as it will be included in the conference proceedings. It may include limited references. - a form providing personal/contact details, research qualification applicant is working towards (e.g. Masters, PhD), indication of progress towards completion of research, plus evidence of other funding sought to attend W4A. - covering letter from supervisor (to ensure that applications are from bona fide researchers). Applicants email the chair their submissions.

Give brief details of how submissions will be reviewed, details of the award, date for submission and notification of success - This needs to be far enough in advance that award winners can arrange travel and accommodation at reasonable prices, and have time to go through a visa application process. (This will vary from country to country, so this needs to be checked out as early as possible).

Make clear our expectations of the award winners. We ask them to - give a 10 minute presentation on their work (plus 5 minutes for questions) - attend all conference sessions and participate fully as a delegate - write a post-conference reflective report which will be published in SIGACCESS and SIGWEB newsletters - you can see the old calls for more details of this.

Publicise the student award system by ensuring there is a page on the W4A web site, plus supporting news item, submitting email call for submissions to relevant mailing lists that might be read by accessibility student researchers (or their supervisors), asking Programme Committee members to distribute the call for submissions, using Twitter, Facebook etc to raise awareness. Send out reminders using the same approaches above, as the deadline for submissions approaches. Ping the W4A Ops to make an official announcement (e.g. news item on web site) of student award winners, just before the conference starts. This might help to give more publicity to the award.

Confirm reviewing system process, including appointing reviewers (suggest 2 is enough). each reviewer should independently rated each application by allocating marks for:relevance of research to the W4A conference theme, awareness demonstrated of the field of web accessibility, originality and potential impact, indication of current funding limitations (and evidence of other efforts to secure funding to attend). Averaged the marks and rank the applications in order to make the awards.

You should Manage submissions by acknowledging submissions, conducting the review process defined above in a timely fashion, notifying award winners and unsuccessful applicants, supplying details of award winners to W4A ops, in order to arrange free registration, supplying details of award winners to W4A Programme Chairs to help scheduling of the Student Award Session within the conference schedule, liaising with award winners to ensure they have successfully arranged travel and accommodation, and registered, ensuring abstracts are in suitable conference format, providing abstracts in PDF format, plus author name/title to W4A ops and Program Chairs, for inclusion in the conference's online schedule and in the proceedings. Ring W4A Ops to provide student award winners with name badges that indicate 'Google Student Award winner', so that other conference delegates can easily recognise them at the event. Ask the General Chair to announce their presence at the conference welcome.

During the conference you should meet with the award winners as early as possible, and throughout the conference, in order to make them feel at home and answer any questions they may have; introducing them to other delegates and W4A organising team members, chairing the Student Award session - briefly describing the role of the W4A Student Award and introducing the award winners (there is no need to present any further award, as the award is the financial support to allow them to be at the conference), asking for copies of receipts of travel/accommodation, confirming with the award winners how they would like their expenses refunded (e.g. by bank transfer or cheque), collecting necessary details, and passing these to W4A ops for processing.

After the conference you must liaise with SIGACCESS and SIGWEB editors over deadline for student reviews to be received, ensuring that award winners each submit a 2-page review of the conference in timely fashion, and making sure that expenses have been successfully paid, and liaising with W4A ops if not.

Timeline 2011

All dates are the target FINISH dates.

• 30-Sep-2010 CC - Invite and Fix Student Award Judges (inform Operations for Website)
• 31-Nov-2010 GC/PC/CC - Create Second (Updated) General Call (Send to General Chair)
• 10-Jan-2011 - Submission Deadline
• 16-Jan-2011 - Judging Period
• 17-Jan-2011 - Notification of award winners (10 Week Elapse Time to Conference)
• 18-Feb-2011 - Camera Ready Copies Complete