Configure Track Phases

What is a Phase?

A phase represents a distinct stage in your track's submission workflow. Each phase can have its own forms, review process, and deadlines. Each paper tracks its current phase independently.

Key Principles:

• Every track starts with an Initial Submission phase (Phase 1) where new papers are submitted
• Papers can be in different phases at the same time
• Chairs have full control over moving papers between phases
• Phase transitions are explicit and manual, not automatic

Common phases include:

• Initial Submission (Phase 1) - Authors submit their first draft
• Revision - Authors submit revised version based on reviews
• Camera Ready - Authors submit final publication-ready version

The Phases Page

To manage phases, navigate to your track and click Settings → Phases. Each phase card shows its deadlines, forms, and usage stats.

Setting Phase Deadlines

Each phase supports two optional deadlines:

Both deadlines are enforced by the system:

• Review Deadline: Once the deadline passes, reviewers can no longer create or edit reviews for that phase.
• Revision Deadline: Once the deadline passes, authors can no longer edit their submissions in that phase.

Track chairs are exempt from the revision deadline and can always edit submissions regardless of deadlines.

How to Set a Deadline

1. Click the edit (pencil) icon on the phase card
2. Toggle on Review Deadline or Revision Deadline
3. Enter the date and select a timezone (defaults to Anywhere on Earth)
4. Click "Update Phase"

To remove a deadline, toggle it off and save.

Where Deadlines Are Displayed

Authors see the revision deadline for their submission's current phase, helping them understand when their revision is expected.

Customizing Forms for Each Phase

Each phase can have different submission and review forms to collect appropriate information at each stage.

Why Different Forms?

Initial Submission: Collect core paper details

• Title, abstract, authors, keywords

Revision Phase: Add revision-specific fields

• Response to reviewers
• Summary of changes
• Updated manuscript

Camera Ready: Include publication requirements

• Copyright form
• Final formatting checklist
• Presentation preferences

How to Customize Forms

Forms can be customized for each phase through the Track Settings:

• Customize Submission Forms →
• Customize Review Forms →

Note: Fields from earlier phases are automatically included in later phases. You only need to add new fields specific to the current phase.

How Papers Move Between Phases

Track chairs have complete control over phase transitions. Papers can be moved to any phase (forward or backward) based on the chair's judgment.

Key Concepts

• Each paper exists in exactly one phase at any time
• Chairs manually move papers between phases using the Manage Phase Transitions tool
• Papers can move forward OR backward to any phase as needed
• Decisions (Accept, Reject, Revision) are recorded but don't automatically move papers

Managing Phase Transitions

1. Navigate to the track's submission list or decisions page
2. Click "Manage Phase Transitions"
3. Select the target phase where papers should be moved
4. Filter papers by their decision type (Accept, Reject, etc.)
5. Review and confirm the papers to be moved
6. Click "Move Papers" to complete the transition

Example Workflow

Phase 1: Initial Submission
  - Authors submit papers
  - Reviews are collected
  - Chair makes decisions (Accept/Reject/Revision)

Chair uses "Manage Phase Transitions" to:
  → Move accepted papers to Phase 3 (Camera Ready)
  → Move revision-required papers to Phase 2 (Revision)

Phase 2: Revision
  - Authors revise their papers (revision deadline shown on their page)
  - New reviews are collected (review deadline shown to chairs)
  - Chair makes decisions

Chair can then:
  → Move accepted papers to Phase 3 (Camera Ready)
  → Move papers back to Phase 1 if major rework needed
  → Keep papers in Phase 2 for another revision round

Phase 3: Camera Ready
  - Authors submit final publication-ready versions
  - Ready for proceedings

Note: The simplified phase model gives chairs maximum flexibility to handle special cases and complex review workflows.