Programme Organization and Conveners tasks
The overall workflow with all the steps of Programme Organization and the main tasks of SubDivision Committees members and Conveners is reported below. The actual deadlines for the 2016 General Assembly are available on the webpage: http://egu2016.eu/information/deadlines_and_milestones.html
The Programme Group for HS is formed by the Programme Group Chair (Division president) and all the Chairs of the SubDivisions.
The process for organising the programme of the HS Division starts just following the end of the previous year assembly. Based on the outcomes of the meeting of the SubDivision Committees meetings, the Chair of each SubDivision coordinates with all members a skeleton programme (list of sessions) for the SubDivision part of the programme.
Skeleton programme (Mid-June/Beginning July)
The skeleton programme (titles, texts of the call-for-abstracts, conveners) is prepared by the SubDivision Committees and uploaded in the website (but visible only to Programme Committee members) by the Programme Group Chair (HS President). The names of the main convener and co-conveners may be uploaded also later on, but at least one organiser (to whom refer to) is to be indicated. Conveners (3 to 5, more only when the expected number of contributions is very large) should be as diverse as possible in terms of gender, age, institution and country.
Public call-for-sessions (End July-September)
Any EGU member can propose a new session if, after having carefully checked the skeleton programme, she/he believes some important issues are not covered in any session. Before submitting a new session, it is advised to get in touch with the Chair of the SubDivision where the new session fits better, to let her/him know the content of the proposal (text of the call-for-abstracts) and verify if such topics might not be more suited to a different SubDivision or Division and that they are indeed not already covered in the overall Programme. At this stage a session is not accepted, yet, and we advise to wait before soliciting abstracts.
Session programme finalisation (September/October)
The Programme Committee builds the final session programme out of the proposed sessions. In addition to the modification of skeleton sessions or implementation of new sessions, the suggested entries from the public can be used, if applicable (some session proposals may be rejected, others may be merged or it may be proposed to move them to a different SubDivision or Division). Conveners will be notified of acceptance of their session.
Suggested co-organisation between programme groups (with a session of a different SubDivision) as well as identification of PICO sessions can be implemented during the call for skeleton programme or the session programme finalization.
Call-for-abstracts (October to beginning of January)
Conveners should advertise for their session, trying to target the specific audience of colleagues that may be interested to the session themes. It is also time to identify a limited number of solicited presentations (aiming at no more than one solicited oral presentation per oral block), whose presence may ‘boost’ the interest in the session. Please note that Conveners should not have solicited oral presentations in the session they convene.
Support application and ranking (November/December)
Information on the EGU support programme can be found in the dedicated page of the General Assembly (add link when available). Eligible authors apply for support and conveners are asked to evaluate and rank the support applications received in their session.
Abstract deadline (Beginning of January)
Before the deadline, conveners should verify that all abstracts that they expect from colleagues are uploaded and, if this is not the case, solicit them. (Note that also solicited abstracts must be submitted in time and that there is no abstract fee waiver).
Abstract implementation, sessions merging and tagging (January)
Conveners are asked to review abstracts originally submitted to the session, those which are suggested to be transferred to the session, as well as abstracts without an assignment and decide if either accept, reject or transfer them. In addition, conveners may upload late contributions which were directly sent to them by email (authors should then urgently take care of the abstract fee payment following a notice that will be sent by the system). The outcome of this phase is the final list of active contributions to be scheduled in the session.
Depending on the amount of abstracts a session can be accepted with one (or more) oral block(s), or conveners will be asked to either programme it as a poster-only session (or a PICO, if PICO slots are still available), or, in agreement with the SubDivision Chair, to merge it with another session.
In the session tagging phase, conveners are asked to provide scheduling information, such as expected audience size, and back-to-back and no-overlap requests with other sessions. Please keep the binding requests to a minimum, since the Programme Group Chair will do her best to meet requests, but this is not always possible due to the puzzle of building a programme for a such a large Division, with 6 parallel sessions over the entire week, additional constraints due to logistic issues and the need to decide in agreement with the entire Union Programme Committee.
Presentation selection (February)
After the Programme Committee (at Union level) will have allocated oral, poster and PICO blocks to all sessions, the conveners are asked to:
- Subdivide the abstracts into oral and poster presentations(for PICO sessions, the abstracts are already marked as PICO).
- Highlight invited talks and invited posters by selecting them as 'solicited'.
- Define the ordering of the talks and posters, or PICO presentations, and consider defining sub-topics (adding the corresponding titles) for the different parts of the sessions.
- Identify one or more chairpersons (not necessarily the conveners) for the oral and poster blocks.
For each oral block, as a guideline, try to include at least two young scientist abstracts (marked by "ys"). Conveners should not be oral presenters in the session(s) they convene.
Nomination of Judges for OSP contest (Before the Assembly)
Conveners will be asked to identify and invite poster judges for the Outstanding Student Poster (OSP) contest.
It is also advised to verify via email if all the Authors will actually be present to the Assembly to deliver their presentation.