Configure Track Phases
Understanding and managing phases in your track
What is a Phase?
A phase represents a distinct stage in your track's submission workflow. Each phase can have its own forms and review process. The system uses a simplified phase model where 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
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:
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
In the simplified phase model, track chairs have complete control over phase transitions. Papers can be moved to any phase (forward or backward) based on the chair's judgment.
Phase Transition Process
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
- Navigate to the track's submission list or decisions page
- Click Manage Phase Transitions
- Select the target phase where papers should be moved
- Filter papers by their decision type (Accept, Reject, etc.)
- Review and confirm the papers to be moved
- Click Move Papers to complete the transition
Flexible Workflows
The system supports various workflows:
- Move accepted papers forward to Camera Ready phase
- Send papers back to Initial Submission for major changes
- Create custom review cycles by moving papers between phases
- Handle special cases by moving individual papers as needed
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
- New reviews are collected
- 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.