SUBMISSION SYSTEM GUIDE

Submission System Guide

About

Agile Alliance uses the Submission System to build conference programs in a community based manner.

The Submission System was primarily built to support the submission process for our premier agile conference, Agile20XX. We also use it to manage the program for other conferences such as deliver:Agile and XP20XX.

While we've tried to build the Submission System to be fairly intuitive we realize that there are some aspects that may not be completely clear, so we've establish this guide to help answer your questions.  Our intent is to build it out as we add new functionality and identify common questions.

If you have a particular question about the Submission System or this guide, please let us know.

General Questions

If you are not a Track Evaluator, Track Chair, or Program Chair and you have not submitted a Session Proposal, when you enter the Submission System instance for a specific conference you'll start at the My Session page.

My Sessions_No Sessions

How Do I Access the Submission System?

Please note: In order to use the Submission System, you need to be an Agile Alliance subscriber or member.

You can find the Submission System at https://submissions.agilealliance.org.

If you are an Agile Alliance subscriber or member and are logged in, you will be taken directly to the list of currently active conferences in the Submission System

Active Conferences

If you are not logged in, you will be taken to the AgileAlliance.org login page. From there login to get the Active Conferences page or Create an Account.

You can reach a specific conference directly by using the conference specific URL.  For example:

XP2017: https://submissions.agilealliance.org/xp2017

Agile2017: https://submissions.agilealliance.org/agile2017

How Do I Change My Password?

You can change your password for the Submission System here.

Please note that will change the password for AgileAlliance.org as well.

Can I comment on Session Proposals even though I'm not on the Program Team?

Yes.  You are welcome to provide feedback by adding a Comment.

Please note that Presenters and Co-Presenters are not notified that they have a Comment and that all users of the Submission System can see all Comments.

How Can I update my profile?

The profile information that displays when someone clicks on your name anywhere in the Submission System is shared with AgileAlliance.org.  This profile view also shows sessions proposals you have submitted since Agile2013 and which ones were included in the program.

To update your profile information:

Hover over your name in the upper right hand corner of any Submission System Page and select My Account

Sub Sys User Menu

Your profile page displays. Click on Edit.

Sub Sys User Profile

A new tab will open with the Edit Profile page on www.agilealliance.org.  Update whatever profile information and click Save All Changes.

To get those changes back to the Submission System, log out of the Submission System and log back in.  To log out, hover over your name on the upper right hand side of any page on the Submission System and select Log Out.

The www.agilealliance.org login page should display.  If it doesn't you can always go to submissions.agilealliance.org to log back in.

Presenter

Once you have submitted a Session Proposal when you enter the Submission System instance for a specific conference your My Session Proposals page shows all the Session Proposals you have submitted for that conference.

My Sessions_Sessions

How do I submit a Session Proposal?

  1. Go to the Submission System or the conference specific URL if you know it.  For example, you can go to https://submissions.agilealliance.org/agile2017 to submit a session proposal for Agile2017.
  2. Select Sessions > Propose a Session

Please note: you can only submit four (4) session proposals as a presenter or co-presenter to a single conference.

What do Draft, Help, and Ready Mean?

Draft, Help, and Ready are the three different states that a Session Proposal can be in during the submission process. The state you select when you save your Session Proposal indicates to the Program Team whether you would like feedback on your presentation and whether it is ready to be evaluated.

Draft

You can Save As Draft as many times as you need. Your draft session proposal is available for your friends and colleagues to provide feedback via public comments. Use this state when you are still working on your session proposal and you aren't ready for the Program Team to provide feedback or evaluate your session proposal.

Program Team does not see this session in their list of sessions in their track and so will not provide feedback or evaluate your session proposal.

Help

If you are struggling with your session proposal, select Get Some Help to save your changes and request feedback from members of the Program Team who can help you prepare your session proposal to be as good as possible for evaluation.

Members of the Program Team provide Feedback to help you improve your session proposal. To get the most out of the process, it's best to respond to the Program Team's feedback using the respond functionality in the submission system.

Ready

Once you are very sure your session proposal is ready to be evaluated, Submit for Evaluation.

Track Evaluators Evaluate your session proposal and Track Chairs use that information to recommend the sessions that should be included in the program.

What's the difference between Comments and Feedback?

Comments

Comments allow any user of the submission system (including you) to comment on your session proposal. If someone comments on your session proposal, all users of the submission system will be able to see that comment, and you can reply to the commenter.  The submission system does not notify you of new comments or replies to comments on your session proposal.

Feedback

Feedback is reserved for members of the Program Team (Track Evaluators, Track Chairs, Program Chairs, and Conference Chair) to provide you feedback on your Session Proposal.  In order to get Feedback, click on Get Some Help when you are done entering your Session Proposal. You are encouraged to Respond to the Feedback that Program Team members provide you and can exchange information by replying to each other.  Please use the submission system to exchange this information to keep conversations about your Session Proposal in one place.

The Submission System notifies you of new Feedback to your Session Proposal, and everyone who has left Feedback or responded to that feedback will be notified of any subsequent replies to the Feedback or Response.  Please remember to reply in the submission system.  Replies to the notification email go to a general email box, not the person who left the Feedback or Responded to the feedback.

Will I be notified of new Comments on my Session Proposal?

No. The Submission System does not notify you of new comments to your session proposal.

Will I be notified of Feedback to my Session Proposal?

Yes. The Submission System notifies you of new Feedback to your Session Proposal, and everyone who has left Feedback or responded to that feedback will be notified of any subsequent replies to the Feedback or Response.  Please remember to reply in the submission system.  Replies to the notification email go to a general email box, not the person who left the Feedback or Responded to the feedback.

How long do I have to submit my session proposal?

Check the time frame for your specific conference for the dates and times when new session proposals can be added and edited.

Please note that the time cutoff is checked when the session proposal is actually submitted (you click on Save as Draft, Ask for Help, or Submit for Evaluation). What that means is if session proposals are due at Midnight Eastern time on February 2nd and you start a session proposal on 11:55 PM EST February 1st, but do not Click on Save as Draft until 12:01 AM EST February 2nd, your Session Proposal will not be saved.  Please plan accordingly.

Track Evaluator

When you first enter the Submission System instance for a specific conference you will start at the My Tracks page.  This page displays all of the sessions associated with a Track that are in help or ready states.

MyTrack

If you are on multiple tracks you can view a different track by clicking on the arrow next to My Track.

What should I do at each stage of the Submission Process?

Submission Process PhaseTrack Evaluator Responsibilities
Submission System for New Session Proposals and Session Proposal Edits
  • Provide Feedback for sessions in Help
  • Evaluate sessions in Ready
Closed to new session proposals; Session Proposal Edits
  • Provide Feedback for sessions in Help
  • Evaluate sessions in Ready
Edits Closed/Final Versions Submitted/Evaluations
  • Evaluate sessions in Ready

The Program Chairs for the conference will let you know when they would like Track Evaluators to start Evaluating Sessions.

Why aren't there any Draft Session Proposals listed in My Track? Where can I see them?

The My Track page only shows session proposals in Help or Ready state.  If a Presenter has a Session Proposal in Draft, that means they are still working on creating the Session Proposal and are not ready for feedback from the Program Team or to have it evaluated. Basically, you don't need to worry about Draft Session Proposals.

If for some reason you do want to see any Draft Session Proposals, you can see them on the Track Sessions Page.

Go To Tracks > My Tracks

Select Show Sessions from the Menu in the upper right hand side:

menu_ShowSessions

This page shows all session proposals included on a Track, including those in Draft state.

Track_Sessions

How do I know when a presenter would like help with their session proposal?

Email Notification

When a presenter submits a session proposal in a Help state to your track, you will receive an email notification that looks like the following:

Subject: [Conference] New session requesting help for [TrackName] Track

Help has been requested for Session [SessionID] [SessionTitle (linked)] from track [TrackName]

The notification comes from the conference specific submissions email or submissions@agilealliance.org.

Filter on My Track

You can also go to the My Track page and select the Needs Help filter. If you would like to only see those session proposals that need help and have not received any feedback, you can further filter your results by selecting the  Needs Help and Has No Feedback filters.

MyTrack

How do I respond to presenters who request Help for their Session Proposal?

Use the Feedback box to provide the presenter help. When completing the Feedback Item, consider the following:

One Line Summary

Provide a brief summary of your feedback so that the Presenter(s) know the core aspect of your feedback.

Advice to Presenter

Provide actionable feedback to the presenter(s) about their session. Indicate what you liked, what you have questions about, what you think they need to change, and what you did not like about the session.  The more information you provide here, the more useful the feedback.

The presenter (and co-presenter if there is one) will receive an email notification of your Feedback.  If they respond to your feedback, you will receive an email notification.

You can only provide one Feedback Item for a Session Proposal. If you have already added a Feedback Item for a Session Proposal, when you click on Add Feedback, your existing Feedback displays. You can provide additional feedback by replying to your Feedback Item.

Who can see the Feedback I give to a Session Proposal?

Feedback is visible to:

  • The Presenter and Co-Presenter of the Session Proposal
  • Track Evaluators for the track on which the Session Proposal currently sits
  • Track Chairs, Program Chairs, and Conference Chair.

Note that if you provide Feedback to a Session Proposal when it was on your Track, but then it moves to a different Track, you will no longer be able to see that Feedback.

How do I know when a session proposal is Ready for Evaluation?

Email Notification

When a presenter marks a Session Proposal Ready for Evaluation on your track, you'll receive an email notification that looks like the following:

Subject: [Conference] New Session on [TrackName] Track

Session [SessionID] [SessionTitle (linked)] has been added to [TrackName] Track. Please read and provide an evaluation

The notification comes from the conference specific submissions email or submissions@agilealliance.org.

Filter on My Track

You can also go to the My Track page and select the Ready for Evaluation filter. If you would like to only see those session proposals that are Ready for Evaluation and have not received any evaluations, you can further filter your results by selecting the  Ready for Evaluation and Has No Evaluations filters.

MyTrack

Who can see my Evaluation of a Session Proposal?

Track Evaluators on the track the Session Proposal is currently associated with, Track Chairs, Program Chairs and Conference Chairs can see your Evaluation.

Evaluations are not visible to Session Presenters or Co-Presenters.

Track Chair

When you first enter the Submission System instance for a specific conference you will start at the My Tracks page.  This page displays all of the sessions associated with a Track that are in help or ready states.

MyTrack

If you are on multiple tracks you can view a different track by clicking on the arrow next to My Track.

For information about providing Feedback to Session Proposals and Evaluating Session Proposals, see the questions in the Track Evaluator section.

Program Chair

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