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ISI World Statistics Congresses Manual

 

 

Contents:

 

  1. Invitation & Responsibilities............................................................................................................... 4

I.1. The International Statistical Institute.................................................................................... 4

I.2. ISI World Statistics Congresses............................................................................................ 4

I.3. Invitation............................................................................................................................ 5

I.4. Responsibilities to Host the WSC............................................................................................ 5

  1. General Arrangements............................................................................................................................ 6

II.1. General Organisation........................................................................................................... 6

III.         Budget..................................................................................................................................................................... 8

III.1. Registration Fees............................................................................................................... 8

III.2. Registration System........................................................................................................... 9

  1. Process for Proposals of Potential WSC Host Countries......................................... 10
  2. Administrative Programme................................................................................................................ 11
  3. Social Programme...................................................................................................................................... 13

VII.       Committees & Groups Involved in the Organisation of the WSC Scientific Programme.................................................................................................................................................................................... 14

VII.1. Scientific Programme Committee (SPC):.............................................................................. 14

VII.2. The National Organising Committee:................................................................................... 14

VII.3. The ISI Executive Committee:............................................................................................ 15

VII.4. The ISI Permanent Office:................................................................................................. 15

VII.5. Short Courses Committee and Organisers:.......................................................................... 15

VII.6. Satellite Meetings:.......................................................................................................... 15

VII.7. Honorary Committee:....................................................................................................... 16

VIII.      Scientific Programme.............................................................................................................................. 17

VIII.2. Invited Paper Sessions (IPS)............................................................................................ 18

VIII.3. Theme Day Sessions (TDS)............................................................................................... 18

VIII.4. Special Topic Sessions (STS)............................................................................................ 19

VIII.5. Contributed Paper Sessions (CPS) and Poster Sessions (PS)................................................ 19

VIII.6. Presidents Invited Session............................................................................................... 19

VIII.7. Short Courses............................................................................................................... 19

VIII.8. Satellite Meetings.......................................................................................................... 20

  1. Guidelines for a Theme for a World Statistics Congress........................................ 21

IX.1. Aims of a Theme................................................................................................................. 21

IX.2. Theme Selection................................................................................................................ 21

IX.3. Organising the Theme........................................................................................................ 21

IX.4. Outcomes from the Theme at the WSC.................................................................................. 21

  1. ISI Satellite Meetings............................................................................................................................. 23
  2. ISI Short Courses.......................................................................................................................................... 24

XII.       Major Deadlines when Organising a WSC................................................................................. 26

XIII.     User Specification of the Information Technology System for the ISI WSC 29

XIII.1. Creation of user account................................................................................................. 29

XIII.2. Assignment of user roles................................................................................................. 29

XIII.3. Application for sponsorship.............................................................................................. 30

XIII.4. Registration as WSC participant....................................................................................... 30

XIII.5. Short Courses, Satellite Meetings and social functions...................................................... 32

XIII.6. Hotel accommodation...................................................................................................... 32

XIII.7. Virtual participation........................................................................................................ 32

XIII.8. Submission of scientific papers.......................................................................................... 32

XIII.9. Automatic e-mail reminders.............................................................................................. 35

XIII.10. Management statistics and management reports................................................................ 36

XIV.      Guidelines for Authors for the Scientific Programme............................................. 38

XIV.1. Instructions for Creating Manuscripts.............................................................................. 38

XIV.2. The Length of Manuscripts............................................................................................... 38

XIV.3. Formatting..................................................................................................................... 38

XIV.4. Deadline........................................................................................................................ 38

XIV.5. Submission of Papers........................................................................................................ 38

XIV.6. Instructions for Layout of Papers..................................................................................... 38

 


 

                                                                               I.     Invitation & Responsibilities

 

I.1. The International Statistical Institute

 

The ISI is an association that links statisticians, those interested in the field of statistics, national statistical offices and societies, with special focus on the societies in developing regions of the world. Its focus is to promote understanding, development and good practice of statistics worldwide. A majority of the world's central bureaus of statistics are represented within the ISI network. Our influence within the international statistical community is supported by the seven ISI Associations, each of which specialise in a particular area of statistics, and the ISI Committees, which are active interest groups.

 

Officially, the ISI was established in 1885, though the initial international gatherings of statisticians started earlier - back in 1853. Therefore, we are one of the oldest scientific associations still active throughout the world today. The ISI is a non-profit, non-governmental organisation and has consultative status by the Economic and Social Council of the United Nations since 1949.

 

I.2. ISI World Statistics Congresses

 

The ISI World Statistics Congresses (WSC), formerly known as ISI Sessions, are the flagship events of the ISI. It takes place once every two years in a different host country and is organised by the host country's central bureau of statistics. It takes several years of planning and consumes the energies, resources and efforts of many groups: ISI President of the WSC, ISI Permanent Office, volunteer organizers, and the host country. For the host country, the WSC is considered a great event to share with participants the country’s culture and natural beauty, especially within the social programme and organised tours. It is a major investment of resources and a huge effort for the host country.

The WSC is the main activity of the ISI where participants from all over the world meet and a wide variety of scientific meetings take place. The Executive Committees and Councils of the ISI and the Associations, as well as ISI Committees and our many members, come together to participate in the different aspects of the WSC for approximately one calendar week. The ISI General Assembly is also held during the WSC.

 

The WSC is a unique event and its main features include:

  • Substantial focus on invited papers and discussions
  • People from different disciplines being engaged in the organisation of Congress Programme
  • Disparate groups and Associations organising joint sessions to produce stimulating and unique interactions
  • Representation by all branches of statistics and statisticians, including those from official statistics, academics and business, allowing for considerable opportunities for cross-fertilization
  • A truly international event with participants from many different countries
  • Support and encouragement for people from developing countries to participate

 

 

I.3. Invitation

 

  • An initial expression of interest to host a WSC should be sent to the ISI Director at the ISI Permanent Office (PO) – (E-mail: This email address is being protected from spambots. You need JavaScript enabled to view it.). At this stage, the ISI Director can give further information about the WSC to the potential host.
  • Once an official proposal to host the WSC for a particular year has been developed, it should be sent from the host country’s government and Central Statistics bureau to the ISI President. He or she will then discuss the proposal with the ISI Executive Committee and Council.
  • When a proposal is accepted, the host country’s government will be requested to present the official invitation at the ISI General Assembly. Ideally, such an invitation should be presented by a Diplomatic Representative, such as the Ambassador, of the host country. Alternatively, the Chief Government Statistician of the inviting host country can also present the invitation.
  • There is only one invitation presented per WSC to the ISI General Assembly.

 

I.4. Responsibilities to Host the WSC

 

The host country’s central statistics bureau is given responsibility to organise the WSC and therefore the main responsibility lies with the chief government statistician.

  • The Chief Government Statistician has the overall responsibility.
  • The Executive Secretary of the WSC, usually one or two senior staff members of the central statistics bureau, should be appointed. He/she should attend the WSCs in the preceding years to familiarise him/herself with the ISI requirements and procedures. The Executive Secretary should have the main supervisory responsibilities for the day-to-day management of the WSC and for maintaining contact with the ISI Director and ISI PO regarding the progress of the preparations.
  • A professional conference organiser (PCO) should be contracted to handle matters such as:
    • mailing invitations and information bulletins,
    • registering participants and collecting registration fees,
    • arranging hotel accommodation,
    • operating registration and information desks during the Congress.


                                                                                    II.   General Arrangements

 

The responsibilities of the host government include:

  • to extend invitations and to communicate necessary information about the WSC to prospective participants;
  • to provide proper conference accommodation and facilities;
  • to ensure suitable hotel reservations for the participants;
  • to arrange for the registration of participants including all necessary communications;
  • to provide adequate conference secretariat services and equipment, and to ensure efficient operation of the WSC;
  • to work with the ISI Scientific Programme Committee to execute the arrangements for the scientific programme including communications with authors of papers, duplication and distribution of documentation, etc.;
  • to provide the ISI and the Associations with all necessary facilities for the administrative programme and other business affairs, including offices and committee meeting rooms;
  • to ensure the attendance of the ISI Executive Committee, ISI Director and ISI staff members; to provide a financial contribution for the WSC management at the ISI PO starting two years before the WSC;
  • to organise the pre-WSC ISI EC and ISI Council Meetings that will last for three days;
  • to ensure that all members of the ISI and the Associations can attend the WSC without discrimination;
  • to prepare and distribute the information bulletins about the WSC and other materials related to the WSC, as well as ISI WSC Proceedings;
  • to prepare and print daily news bulletins with a local staff including a photographer to work with an ISI Permanent Office member;
  • to prepare and conduct a survey among participants of the WSC and to prepare a detailed report after the WSC that includes a description of problems encountered and recommendations for improvements of future WSCs, and to provide the ISI PO with copies for use by organisers of future WSCs;
  • to organise and financially support preparatory meetings of the ISI PO for the WSC in the host country;
  • to organise a social programme with reasonable charges and in consultation with the ISI PO:
    • Opening and closing ceremonies are to be organised by the host country and are included in the registration fees.
    • VIP and Gala dinners are to be organised in consultation with the ISI PO. VIP guest list is to be decided by the ISI President of the WSC and the Director-General of the host country’s central bureau of statistics.
    • Tours for participants should be made available and are not included in the registration fees.

 

II.1. General Organisation

 

After acceptance of a host country’s invitation, the government’s chief statistician should review the procedures and work involved in consultation with the ISI PO. Among others, these include:

  • Preparation of a preliminary budget and identification of conference and hotel accommodation.
  • Discussions with various government departments to get their co‑operation regarding budgetary and other responsibilities. An important requirement is to ensure that all members who wish to participate must be permitted to enter the host country without discrimination. Letters of invitation and visa requirements information are to be made available by the host country.
  • Consult with the ISI EC regarding the exact dates of the WSC. Announcing the dates of the WSC should be done as early as possible to avoid overlap with other international meetings in statistical and related fields.
  • Design the WSC logo and obtain approval from the ISI EC.


                                                                                                      III.  Budget

 

The drafting of a budget is one of the first responsibilities of the host country’s chief government statistician and the Executive Secretary. There is no standard template for the budget as each host country’s economic situation and financial support from the government or sponsors differ greatly.

 

The main expenses to include in the budget are as follows:

  • to provide a financial contribution for the WSC management at the ISI PO starting two years before the WSC. This contribution should be paid in the following terms: 30% two years before the WSC, 40% one year before the WSC, and 30% in the year of the WSC. The final 30% should be paid two months prior to the start of the WSC.
  • to organise and financially support preparatory meetings of the ISI PO for the WSC in the host country: approximately 6 visits of 2-4 ISI EC and/or ISI PO members are necessary.
  • to organise the three days of pre-WSC ISI EC and ISI Council Meetings, including the meetings space, lunches, refreshments;
  • to identify sponsors and their contracts;
  • the cost and contract for a suitable conference centre as well as the cost and contract for a PCO;
  • simultaneous English/conference language(s) and conference language(s)/English interpretation at required meetings of the ISI (i.e. ISI General Assembly);
  • secretariat costs including personnel, office supplies, furniture, and technical equipment, etc.;
  • building and maintaining the WSC website,
  • building and maintaining the registration system for participants, session organisers and the abstract and paper handling system.
  • printing/publishing cost of all documents and other materials, including the proceedings and the daily news bulletins;
  • postage and other communications;
  • travel of the ISI Officers and staff, as well as provision of their hotel accommodation and other subsistence allowances (UN per diem);
  • meeting of the Scientific Programme Committee approximately 16 months before the WSC at the Conference venue;
  • social programme;
  • expenditures, such as:
    • name badges for participants,
    • local transportation including rental of cars,
    • representation and entertainment,
    • briefcases (and contents),
    • directional signs,
    • committee costs, etc.

 

The registration fees and tickets for the social programme will cover only a relatively small part of the above-mentioned costs of the WSC. The registration fees should be reasonable and can only be set after agreement between the host government’s central statistics bureau and the ISI.

 

III.1. Registration Fees

 

The following categories of registration fees are common, but this structure is flexible and can be changed for each individual WSC:

  • ISI and Association members,
  • developing country participants,
  • students,
  • other participants,
  • accompanying persons,
  • one-day registration pass (especially in the case of a theme day during the WSC).

 

Please note the following:

  • Organisers and participants of scientific meetings (authors of invited, contributed, special topics sessions, posters and invited discussants) are charged the same registration fee category as ISI and Association members. The ISI Executive Committee, ISI Director and ISI PO staff are exempt from registration fees.
  • 10% of the total income from registration fees is at the disposal of the ISI Executive Committee for the purpose of stimulating participation from developing countries in the WSC.

 

III.2. Registration System

 

A registration system shall be developed taking into account the user specifications as described in this Manual. The registration system shall be developed and implemented in such a way that is user friendly.

 

Name badges should have first and last names and country printed on both sides and should have different colours for the various categories of participants:

  • ISI Executive Committee
  • ISI Council
  • ISI Permanent Office
  • National Organising Committee
  • Scientific Programme Committee, including Local Programme Sub-Committee and Theme Day Sub-Committee
  • WSC Delegate
  • Theme Day Delegate
  • Accompanying Person

 

 


 

 

                                             IV.   Process for Proposals of Potential WSC Host Countries

 

The selection of an ISI WSC host country requires approval by the ISI Executive Committee, ISI Council and the ISI General Assembly.

 

The following criteria are included in the selection process

 

  1. Preference is given to countries that have not yet hosted a WSC or have not hosted a WSC in the past 10 years.

 

  1. It is preferred that two consecutive WSCs are on different continents.

 

  1. Informal invitations to host a WSC should be submitted to the ISI Director for the ISI EC’s initial discussion. This will be followed by discussions with the ISI Council.

 

  1. Formal proposals must include the official support of the following from the host country:
  1. Director-General of the central bureau of statistics for the local organisation of the WSC,
  2. Letter of intent from the Minister of Finance for guarantee of the financial expenditures including any deficits from hosting the WSC,
  • Letter of intent from the Mayor of the host city (if city is already identified).

 

  1. The proposal should include the organisational and physical infrastructure available in order to host a WSC. If possible, the key people who will be part of the National Organising Committee should be named. Information on the intended conference centre(s) for the WSC should be included.

 

  1. After the ISI EC’s approval, proposals for a WSC will be submitted to the ISI Council at least 5 years in advance of the proposed WSC year:

 

  1. After the ISI Council has approved a proposal, the host country will attend the ISI General Assembly Meeting at the WSC four years in advance for traditional formality of receiving consent of the members.

 

  1. When a proposal for a WSC is approved by the ISI EC and ISI Council, the host country’s Director-General or Executive Secretary will present its WSC to the ISI General Assembly Meeting two years in advance of the planned WSC. At the end of the presentation, the host country will extend the official invitation to ISI and Association members to participate in the WSC. The ISI President and ISI Director should be able to preview the presentation at least one month in advance of the ISI General Assembly Meeting.

 

 

 


                                                                                V.    Administrative Programme

 

The ISI WSCs have a full administrative programme, which is organised by the ISI Permanent Office for the ISI and its Associations. The time schedules for the administrative meetings may not overlap with the time slots for the scientific meetings. The administrative programme includes the following:

 

  • ISI General Assembly Meeting including an Awards Ceremony,
  • General Assembly Meeting per Association,
  • Meetings of the ISI Committees,
  • Meetings of the Associations’ Committees,
  • Open Meetings for Emerging Interests.

The General Assemblies of the ISI and Associations may not overlap.

 

Three full-day meetings of the ISI Executive Committee and ISI Council will take place immediately before the WSC starts and will be financially supported by the host country. The ISI Permanent Office will schedule these meetings and the host country is requested to provide a meeting space with amenities such as Internet, large screen for presentations, tea, coffee, bottled water and lunches, etc. These meetings need not take place at the WSC conference centre. Appropriate facilities in a hotel or the host country’s offices will suffice.

 

A recent WSC’s administrative meetings’ schedule is included in this chapter.

 

Offices for the ISI and Associations’ representatives, see below, must be provided in the conference centre:

 

  1. ISI-WSC President

 

  1. ISI President-Elect

 

  1. ISI Director

 

  1. ISI Permanent Office (for minimum of 4 staff members)

 

  1. Office for Delegation of the next WSC NOC

 

  1. ISI Scientific Programme Committee

 

  1. One large office for the Associations’ Executive Committees

 

The three offices for individual representatives should contain one computer with Internet access, printer/scanner and general office supplies. The office for the ISI PO should be provided with one high capacity printer. Offices for two or more individuals should contain at least two computers with Internet access. Wifi Internet is preferred for those with personal laptops. Local cell phones are to be provided for the ISI-WSC President, ISI President-Elect, ISI Director and each ISI Permanent Office member.

 

 

 

                                                                                         VI.   Social Programme

 

The social programme should be prepared and organised by the National Organising Committee with approval of the ISI Executive Committee and ISI Director. The following elements are the required parts of the social programme:

 

  • Opening Ceremony and Welcome Reception (scheduled for the evening before the WSC’s official scientific and administrative meetings),
  • Closing Ceremony and Gala Dinner (scheduled for the last evening of the WSC),
  • Chief Statistician’s VIP Dinner – by invitation only.

 

The budget for the required social programme should be included in the budget of the host country. There is no charge to the participants for the above-mentioned events. Tickets will be made available at an agreed price for accompanying people.

 

In addition, one traditional social event in the evening should be organised. This event must be open to all participants including accompanying people. Tickets for those who wish to attend will be made available at a price agreed by the ISI EC and ISI Director.

 

Two to three receptions will be planned for evenings that are not taken up by the above-mentioned social events. The host country will explore sponsors for these receptions in consultation with the ISI PO. There is no charge to participants for these receptions.

 

The regular VIP guest list should include at least the following (with numbers in parentheses):

  • ISI Executive Committee and partners (10)
  • ISI Council members and partners (38)
  • ISI Association Presidents and partners (14)
  • Past ISI Presidents and partners (20)
  • ISI President's keynote/IPS invited speakers and partners (10)
  • WSC Delegation and partners of next WSC (6)
  • WSC Delegation and partners of WSC in four years’ time (6)
  • ISI Director and partner (2)
  • Scientific Programme Committee Chair(s) and partners (4)
  • General Topics Committee Chair(s) and partners (4)
  • Theme Day Organiser(s) and partners (4)
  • ISI Committee Chairs and partners (40)
  • ISI Permanent Office members (7)
  • Representative(s) of the host country’s statistical society/societies and partner(s)

 

The final guest list will be decided by the Chief Statistician of the host country and the ISI-WSC President.

 

 

        VII.  Committees & Groups Involved in the Organisation of the WSC Scientific Programme

 

There are several committees and groups that play an integral role in the organisation of the scientific programme of the WSC:

  1. The Scientific Programme Committee, including Sub-Committees
  2. The National Organising Committee, including Executive Secretary and Professional Conference Organisers
  3. The ISI Executive Committee
  4. The ISI Permanent Office, including the ISI Director and ISI PO’s WSC representative
  5. Short Courses Committee and Short Course Organisers
  6. Satellite Meeting Organisers

 

The different roles are further explained below:

VII.1. Scientific Programme Committee (SPC):

The SPC is responsible for the scientific programme of the ISI WSC. Specifically, it manages the overall co-ordination of the following:

  • Invited Paper Sessions (IPS)
  • Theme Day Sessions (TDS) through the Theme Day Sub-Committee Chair
  • Special Topics Sessions (STS) through the Local Programme Sub-Committee Chair
  • Contributed Paper Sessions (CPS) through the Local Programme Sub-Committee Chair
  • Poster Sessions through the Local Programme Sub-Committee Chair
  • Short Courses through the Short Courses Committee Chair
  • Satellite Meetings (only to ensure main topics are not overlapping in great details with the WSC’s scientific programme)

The SPC is primarily responsible for the development of the scientific programme consisting of the Invited Paper Sessions (IPS) and the Theme Day Sessions (TDS).

The STS, CPS and Posters Sessions are usually prepared by the Local Programme Sub-Committee (LPS), in coordination with the SPC.

Short Courses are selected by the Short Courses Committee. The logistics of the Short Courses is the responsibility the NOC, ISI PO and the Short Course organisers.

Satellite Meetings can be proposed by Associations, Committees, Organisations or individual ISI/Association members. The proposals are approved by the EC in consultation with the SPC. The organisation of the Satellite Meeting is the responsibility of the proposing group.

 

VII.2. The National Organising Committee:

 

The National Organising Committee is usually established and chaired by the Head of the National Statistical Office. The National Organising Committee is in charge of all national and local (physical) arrangements for the WSC, the Conference Centre, Information Bulletins, Programme Booklets, Publicity, Printing and the Social Programme of the WSC.

An important task of the NOC is the organisation of the registration and abstract/paper submission system, which is usually done by a local Professional Congress Organiser (PCO).

The NOC also provides progress reports to the SPC and the ISI EC. At the end of the WSC, the NOC makes the conference proceedings available and conducts a survey amongst participants.

Members of the National Organising Committee are national officials and representatives of academia and business.

 

The Executive Secretary is a member of the NOC. The Executive Secretary works directly with the Chair of the NOC. He/She should be acquainted with organising large international conferences.

The Executive Secretary is the main contact point with the Professional Conference Organiser and the ISI Permanent Office’s WSC representative for all decisions on a day-to-day basis with regard to the organisation of the WSC.

 

VII.3. The ISI Executive Committee:

 

The ISI EC has an overall responsibility for the WSC, which is the flagship event of the ISI. The ISI EC will make all final decisions on the programme, as well as on all questions where divergence of opinion arises. Prior to the WSC, a delegation of the ISI, including the ISI-WSC President, ISI Director and ISI PO’s WSC representative, will meet with the National Organising Committee. During these meetings, the group will visit the congress venue and other facilities. The entire ISI EC will be informed about the general outlines for the programme, the social events, the facilities for receptions, and outline of the budget available for the WSC and the relations with other national stakeholders.

 

VII.4. The ISI Permanent Office:

 

The ISI PO services as an information and documentation centre for the SPC, NOC and others involved. The ISI Director is ex officio member of the SPC and takes part in the preparatory visits of the EC to the host country. The ISI PO is also consulted in all matters of programming, organizational issues, publications of bulletins and other promotional material.

The ISI PO could serve as the secretariat for the SPC, keeping track of all the information, sessions, collecting administrative data and coordinates. This is a possible additional and new role at the ISI PO and details will be forthcoming in the near future.

 

VII.5. Short Courses Committee and Organisers:

 

There will be a Short Courses Committee for each WSC. The Chair of the Committee is appointed by the ISI-WSC President and he/she will be a member of the SPC. Each ISI Association shall have a representative in the Committee.

The Short Courses Committee is responsible for consulting with all stakeholders (including all ISI Associations) and for collecting proposals. The final selection of short courses will be made by the ISI EC in consultation with ISI Council. The logistics associated with the organisation of the short courses will be the responsibility of the NOC in co-operation with the organisers of the short courses and the ISI Permanent Office. The IASS is an exception to this, as it has developed its own process for identifying and organising short courses.

 

VII.6. Satellite Meetings:

 

Satellite Meetings take place before or after the WSC and are usually organised by the ISI Associations and other groups. Proposals for a satellite meeting can be submitted by an ISI Association, Committee, an organisation or an individual. The organiser is responsible for all organisational aspects of the meeting, including publication of the meetings on the ISI/WSC website.

One criterion for designation as a satellite meeting is that the location can be easily reached from the WSC location. A satellite meeting can last for 2-3 days. There must be at least one day before or after the WSC to allow for travel by participants.

 

VII.7. Honorary Committee:

 

An Honorary Committee can be established by the WSC host country. This Committee is composed of high officials and distinguished dignitaries whose main objective is to identify national and/or commercial sponsors.

 

 

                                                                                   VIII. Scientific Programme

 

The scientific programme of the WSC has an exceptionally broad scope. The members of the ISI and its Associations as well as other participants of the WSC have widely varying interests; therefore, it is a challenge to produce a programme that is of interest to everyone.

 

VIII.1.A. The Scientific Programme Committee (SPC) is responsible for the scientific programme of the ISI WSC and it is composed of the following members:

- SPC Chair

- SPC Co-Chair or Vice-Chair is recommended for support for the SPC Chair

- Chair of the Local Programme Sub-Committee, which is part of the National Organising Committee

- ISI President of the WSC (ex-officio)

- ISI Director (ex-officio)

- 7 members representing each of the 7 ISI Associations

- One member representing ISI Special Interest Groups

- Theme Day Chair (of Theme Day Sub-Committee, TDC)

- Chair of the Short Courses Committee

- 2-3 additional members to represent the interest of the ISI members

 

The Chair of the SPC is appointed by the ISI-WSC President, in consultation with the ISI Executive Committee, three years prior to the WSC concerned. The SPC Chair is responsible for the overall scientific programme with primary focus on the Invited Papers. Constant and effective communications between the SPC and the NOC is essential.

 

The Chair of the Local Programme Sub-Committee is responsible for contributed, special topics and poster sessions. He/she also serves as the coordinator with the NOC on matters related to local organisation and logistics of ISI/Associations Short Courses.

 

All other SPC members shall be appointed by the ISI-WSC President, in consultation with the SPC Chair, at least 30 months prior to the WSC concerned. An ISI Association Representative shall be proposed by the Association’s Executive Committee. It is highly recommended that the Association’s President-Elect (who will become the President at the time of the relevant WSC) is involved in the selection of the Association’s representative.

 

Attendance of all the SPC members is required at the ISI WSC. Attendance is also required at the preceding WSC in order to participate in a meeting with the previous SPC for continuity reasons and to exchange experiences.

 

VIII.1.B. The Scientific Programme exists of the following elements:

VIII.1.B.i. Invited Paper Sessions (IPS)

VIII.1.B.ii. Theme Day Sessions (TDS)

VIII.1.B.iii. Special Topic Sessions (STS)

VIII.1.B.iv. Contributed Paper Sessions (CPS)

VIII.1.B.v. Presidents Invited Session

VIII.1.B.vi. Named Lectures

VIII.1.B.vii. Short Courses

VIII.1.B.viii. Satellite Meetings

VIII.1.C. The outline for the meetings of the SPC is as follows:

VIII.1.C.i. The first meeting of the SPC will be held at the previous WSC. The focus of this meeting is usually on preliminary discussions – members familiarising themselves with topics covered by the past two WSCs, with plans by the Association on their own biennial conferences, identifying general areas and topics that should be covered, and other planning issues. This meeting will usually be attended by selected representatives from the SPC of the current WSC as well as the ISI-WSC President.

VIII.1.C.ii. The SPC will continue discussions via e-mail for 8 months to further develop the programme, solicit ideas from Associations and special interest groups.

VIII.1.C.iii. The SPC will meet again 8 months after the previous WSC at the location of the next WSC. The meeting will be attended by the ISI-WSC President, ISI Director and Executive Secretary. This is the critical meeting where the important decisions of the programme are made.

VIII.1.C.iv. After the meeting, the programme for Invited papers sessions and Theme Day Sessions will be finalised by the SPC Chair, in consultation with the ISI EC.

VIII.1.C.v. The SPC will then continue discussions by e-mail and other virtual means about further organisational aspects of the scientific programme and make the necessary decisions.

 

The following sections provide further details on the programme.

VIII.2. Invited Paper Sessions (IPS)

  • A call for proposals for IPSs will be launched by the SPC thirty months before the actual WSC. The call will be organised through the ISI and announced on the ISI/Associations websites and the WSC website.
  • The representatives from the Associations and ISI interest groups will directly solicit the Associations and interest groups for proposals. The received proposals will be prioritised and forwarded to the SPC.
  • After several rounds of discussions and rankings of proposals within the SPC, the Chair of the SPC takes the final decision about the Invited Paper Sessions in consultation with the ISI-WSC President.
  • The following criteria shall be taken into account in the final decision:
    • Diversity of topics – prevent repetitions from previous WSC.
    • Regional distribution of organisers and taking into account that one individual can only organise one session.
    • Right balance between specialised and broader topics.
  • The final list of IPS and its organisers will be published on the ISI website and contains the proposed topics as well as the organizers of the IPS.

 

VIII.3. Theme Day Sessions (TDS)

See the Chapter “Guidelines for a Theme for a World Statistics Congress” for the general arrangements of the Theme Day Sessions.

 

The general outline for the Theme Day (structure, number of sessions, plenary, invited) is discussed with the SPC. The SPC shall assess whether the outline of the Theme Day fits in the overall structure and the WSC. A selection for the specific data of the Theme Day will be made in the SPC.

After this first assessment by the SPC, the Theme Day Sub-Committee (TDC), compromising 4-6 members, will start its work on the organisation of the Theme Day. It will approach ISI Associations, relevant ISI Committees and relevant Organisations for proposals.

The Theme will also be announced on the ISI, and if appropriate Association’s websites, with an invitation to come forward with proposals.

The TDC will present the elaborated proposal with sessions, organisers, invited speakers to the SPC and the ISI-WSC President for decision-making.

The final decision about the Theme Day programme will take into account the high profile of a WSC theme day, the need to create participation of high level speakers and experts in the area, the need to light the theme from as many different aspects in the discipline as possible, and if possible, the possibilities for sponsoring. The ISI PO’s WSC representative should be kept informed.

The outcome will be published on the ISI and WSC website and communicated to external bodies.

 

VIII.4. Special Topic Sessions (STS)

Special Topic Sessions are an important component of the scientific programme of the WSC. Proposals for STS can be submitted by individual members of ISI and Associations, Committees, or outside institutions and organisations.

A call for the submission of STS proposals will be announced on the ISI website 16 months before the WSC. Proposals are submitted to the Local Programme Sub-Committee, who will keep the SPC Chair informed.

 

VIII.5. Contributed Paper Sessions (CPS) and Poster Sessions (PS)

Contributed Paper Sessions and Poster Sessions supplement the programme of Invited Papers Sessions and Special Topic Sessions.

In order to ensure a good quality of the contributions, some type of review process may be conducted by the Local Programme Sub-Committee. In such cases, the criteria for the review process will be sufficiently wide in order to ensure wide participation.

 

VIII.6. Presidents Invited Session

A very special feature of the scientific programme is the Presidents Invited Session. This is a plenary session and is usually scheduled during one of the last days of the WSC. The ISI-WSC President invites the speakers for this session. The presenters usually have high profile in statistics, business or policy. The President’s Invited Session is typically named after Honorary Presidents. This has not been the case since 1980; however, this remains an option.

 

VIII.7. Short Courses

A programme of Short Courses is organised (mostly) prior to the WSC. The programme of Short Courses is coordinated by the Short Courses Committee and approved by the ISI Executive Committee. The organisation of the programme is done by the organiser and relevant Association with NOC (or PCO) and the ISI Permanent Office. More details can be found in a subsequent chapter.

 

VIII.8. Satellite Meetings

Satellite meetings are topic specific congresses organised in a place reasonably close to the WSC venue. Satellites are usually, but not necessarily, affiliated with the ISI or one of the ISI Associations or Committees. Satellites need the approval by the SPC and ISI EC.

Satellites are open to all who wish to participate and are advertised on the ISI/WSC websites.

More details can be found in a subsequent chapter.

 

 

See the chapter ‘Guidelines for a Theme for a World Statistics Congress’ for the selection of the theme and general arrangements.

 

The final scientific programme must have approval from the ISI-WSC President and ISI Director.

 

 

                                             IX.   Guidelines for a Theme for a World Statistics Congress

 

A Theme for a World Statistics Congress is a broad concept and so it is not possible to be prescriptive about what a Theme might be and how it will influence the conduct of the Congress. At a minimum, however, a Theme should help to advance one or more of the ISI’s objectives. The guidelines here assume that the Theme is statistical in nature (or addresses the statistical aspects of a broader issue.)

IX.1. Aims of a Theme

A Theme for a WSC should be a scientific highlight of the Congress. It should:

  • Address statistical aspects of an issue of international importance or address statistical questions that are relevant to a broad cross-section of the ISI membership, not just a single Association
  • Highlight statistical achievements and challenges for future research
  • Address one or more of the ISI objectives.

IX.2. Theme Selection

A proposal for a Theme will be submitted to the President-Elect or invited by the President-Elect. The final selection of the Theme will be done by the President-Elect in consultation with the ISI Executive Committee and the Chair of the National Organising Committee.

The Theme Proposal should

  • identify major sub-Themes and demonstrate how a successful Theme will increase the success of the WSC
  • indicate how the success of the Theme should be measured
  • indicate the actions that will be taken to ensure on-going influence arising from the Theme’s profile at the WSC.

The selected organizer of the proposed Theme should organize a session at the preceding WSC to highlight some of the major aspects of the Theme. After this session, the ISI Council (or the Executive Committee) should review the proposal, and decide whether the proposed Theme will be pursued and, if so, whether the proposal needs to be modified.

IX.3. Organising the Theme

In many ways the Theme will be a ‘virtual ISI Association’ though its activities will spread across the interests of other Associations. As such, it might organize a range of plenary and invited paper sessions. A successful Theme will also generate such interest that a number of contributed sessions will also be generated.

The Theme Day Sub-Committee (TDC) will comprise 4-6 members appointed by the President-Elect. The Chair of the Scientific Programme Committee (SPC) will be a (ex-officio) member of the TDC to ensure smooth integration of the Theme into the overall scientific programme of the WSC and broad involvement of ISI Associations in the Theme. The Chair of the TDC will be a member of the SPC. The Theme Organizer will formally report to (one of) the ISI-WSC President or the Chair of the PCC.

The Theme Organizer should aim to involve one or more external organizations in the Theme activities to increase the influence and recognition of statistics and statisticians.

IX.4. Outcomes from the Theme at the WSC

A Theme is a major investment of reputation, time and resources by ISI and so a significant effort should be made by TDC to ensure that special issues or sections of journals are devoted to papers presented at WSC and that the Theme generates recognition and publicity outside the ISI.

 

 

                                                                                       X.    ISI Satellite Meetings

 

A proposal for a Satellite Meeting should be submitted to the ISI Director. The proposal requires approval by the ISI Executive Committee after consultation of the SPC. The decision by the EC will be based on the preliminary programme for the meeting and the following considerations:

 

X.1.A. Satellites are usually, but not necessarily, affiliated with the ISI or one of the ISI Associations or Committees. Participation by ISI or Associations’ members in the programme or organising committee is encouraged. The EC or ISI Director can assist in identifying suitable members. If the Satellite Meeting is under the name of the ISI or an ISI Committee, rather than an Association, the Programme Committee must have an ISI elected member to represent the ISI.

X.1.B. The Satellite Meeting should be approved by the appropriate Association if the topic covers the area of an Association and if the Association decides not to organise or sponsor it. Applications for Satellite Meeting status should be submitted to the ISI Executive Committee 12 months in advance of the WSC.

X.1.C. The Satellite Meeting should take place in a city reasonably close to the ISI WSC in order to be considered a Satellite Meeting.

X.1.D. If the meeting is accepted by the ISI as a Satellite Meeting, the ISI will assist in advertising the meeting through the ISI and WSC websites. The ISI can also provide advice on how to organise the meeting, however, the meeting should not rely on financial support from the ISI.

X.1.E. It is anticipated that the papers and oral presentations will be available in English. The Satellite Meeting will produce proceedings either as hard copy, DVD or web-based. The proceedings should be provided to the ISI.

X.1.F. The Satellite Meeting may not take place during the ISI WSC. It should be scheduled to take place at least one day before or after the official WSC dates in order to allow participants of both meetings to travel.

 

 

 

 

                                                                                          XI.   ISI Short Courses

 

The Short Courses programme is prepared by the Short Courses Committee. The Committee collects the proposals for short courses proposed by ISI Associations and by individuals. The final decision for the Short Courses programme is approved by the ISI Executive Committee.

 

The organisation of the short courses is done in close cooperation with the NOC that takes care of the local arrangements and logistics, the course organiser and the ISI Permanent Office.

 

The Short Courses programme is established along the following lines:

XI.1.A. Short courses are organised prior to the WSC in the close vicinity of the WSC. A course lasts 1-3 days (usually 2 days), has 2 instructors and about 20 participants.

XI.1.B. Proposals for short courses are submitted to the Short Courses Committee by the appropriate ISI Association or by individual ISI members. The IASS is the Association with its own short courses programme due to its long tradition in organising short courses.

XI.1.C. The Short Courses Committee establishes a proposal for a Short Courses programme in consultation with the ISI Associations, ensuring good quality, diversity of topics and non-repetition from previous Short Courses programmes. If the topic falls within the subject area of one of the ISI Associations, shall need the approval of the Association concerned. Topics that are outside of the ISI Associations´ subject areas may be used by the ISI in organising its own courses.

XI.1.D. The final approval of the Short Courses programme is made by the ISI Executive Committee in consultation with ISI Council.

XI.1.E. The short courses organisers are informed about the decision of the EC. The organisers, in consultation with the Association involved (if applicable) are responsible for the availability of organisers, instructors, course material and timely provision of materials and information.

XI.1.F. The ISI Permanent Office is responsible for collecting detailed course information from the organisers, the overview of requirements for facilities and equipment, and for keeping track of the local organisation of short courses. The ISI PO ensures that the participants receive their certificate of participation. The ISI PO usually signs the contracts for hire of venues and other facilities.

XI.1.G. The NOC, or one of its representatives in cooperation with the CPO, is responsible for arranging the venues for the short courses, the equipment, the registration system, the catering facilities and the printing of course materials. Venues for the short courses should preferably be obtained free-of-charge. Examples of such free-of-charge venues are local university lecture halls.

XI.1.H. The ISI Permanent Office sets the fees of the short courses, based on the following principles:

XI.1.I. Short courses are non-profit activities; they are offered at the lowest possible cost in order to allow participation of as many young people as possible, including those from developing countries.

XI.1.J. Organisers do not charge fees for giving a short course.

XI.1.K. Organisers are not compensated for travel expenses. The will receive a per diem, including hotel, for the duration of the course.

XI.1.L. The costs for venues and facilities are kept as low as possible.

XI.1.M. The Short Courses are advertised on the WSC website. Subscriptions can be made through the central registration system or through a separate system.

XI.1.N. Residual funds from short courses belonging to the ISI are to be returned to the ISI Permanent Office. Deficits are also the responsibility of the ISI Permanent Office. The organisers and relevant Associations are liable for financial losses that occur due to late cancellation, no show or inadequate performance by the organisers and instructors.

XI.1.O. The short courses should be given in English. Lecture materials will be available in English.

XI.1.P. It is recognised that some exceptions may be necessary and should be considered on a case-by-case basis.

 

 

                                                             XII.  Major Deadlines when Organising a WSC

 

The deadlines for preparing a WSC will be set by the ISI Director in consultation with the Executive Secretary of the WSC. The example deadlines shown below are relevant when the WSC takes place in July/August. Additional information on deadlines will be finalised after the 2011 ISI WSC.

 

Months in advance           Deadline concerns

 

30            The Scientific Programme Committee Chair(s) and members are appointed.

 

           24            The Scientific Programme Committee Chair and members attend and meet at the preceding WSC to consider the IPS topics and organisers.

 

18            IPS Organisers are finalised.

 

                              The SPC Chair submits the final IPS list to the ISI Director, who will consult with the ISI EC and then submit to the Executive Secretary.

 

                12            The IPS authors submit to their IPS Organiser an outline and the (provisional) title of their paper.

 

                11           The Executive Secretary finalises Information Bulletin I (with approval from the ISI Permanent Office) and then distributes to all ISI/Association members as well as NSOs and NSSs that are not members.

 

10            The IPS Organisers report the final list of invited discussants.

 

9              The IPS authors submit to their Organiser the final title of their papers.

 

8              The Organisers report the final titles of invited papers to the SPC.

 

                5             The Executive Secretary finalises Information Bulletin II (with approval from the ISI Permanent Office) and then distributes to all ISI/Association members as well as NSOs and NSSs that are not members.

 

                4             The IPS, CPS, STS authors and posters’ presenters submit to the NOC the final manuscript of their papers or posters, respectively.

 

3              The IPS Organisers submit the final time schedule of their session.

 

 

Overview of Major Deadlines

 

April WSC Year-1               Formation of the National Organising Committee

April WSC Year-1               List of Sessions, organizers, authors and discussants for IPSs published on the web

April WSC Year-1               Proposal Submission for STSs closes (Scientific Committee)

May WSC Year-1               Registration Opens:

May WSC Year-1               Finalise preparations for American Statistical Association’s annual conference the Joint Statistical Meeting

June WSC Year-1               CBS to meet to discuss catering

June WSC Year-1               Abstract Submission Opens:

June WSC Year-1               CBS to meet with PCO to discuss the social programme

July WSC Year-1                1st Invitation – draft 

July WSC Year-1                1st Bulletin: (Draft)

July WSC Year-1                Successful Organisers (STSs) informed (Scientific)

July WSC Year-1                List of successful organizers to be received by PCO/CBS for inclusion in the 1st bulletin)

July/Aug WSC Year-1          Attendance at the American Statistical Association’s annual conference the Joint Statistical Meeting      

August WSC Year-1            List of names & addresses of ISI members to be received from ISI (needed to distribute the first bulletin)       

August WSC Year-1            List of successful Sessions, Organisers, Authors and Discussants (IPSs) published

September WSC Year-1      1st Invitation – to be sent electronically by the ISI

September WSC Year-1      Draft 1st Bulletin to be agreed by ISI

September WSC Year-1      1st Bulletin: (print version, 5,000 approx) – to be distributed

Oct/Nov WSC Year-1          CBS to receive the list of invitees to the VIP dinner from the ISI

October WSC Year-1          List of Sessions, organizers, authors for STSs published on the web

October WSC Year-1          Abstract Submission Closes (invited)

December WSC Year-1       Final titles submitted by authors (STSs and CPSs/Posters)

December WSC Year-1       Abstracts Published on the Website (invited)

January WSC Year             2nd Bulletin: (Draft) 

January WSC Year             Begin design of Daily Newsletter

January WSC Year             Begin preparations for the CBS and ISI stands – design, promotional material

February WSC Year            Abstract Submission Closes (others)

March WSC Year                2nd Bulletin: (electronic version available on the website)

April WSC Year                  Abstracts Published on the Website (others)

April WSC Year                  Proceedings (including list of attendees) on DVD/USB key

April WSC Year                  Paper Submission Closes

May WSC Year                  Early Registration Closes

May WSC Year                  Room allocation – initial draft finalised

May/June WSC Year           3rd Bulletin (Draft):

June WSC Year                  List of Committee members submitted to PCO (non-fee paying)

June WSC Year                  Finalise CBS and ISI stand and promotional material

June WSC Year                  Finalise daily bulletin

June WSC Year                  Final cut-off date – all items to be finalized no more changes to programme, itinerary etc can be made

July WSC Year                   3rd Bulletin (conference programme): to go to printers

July WSC Year                   DVD or USB key Abstracts and Papers to be finalised

July WSC Year                   ISI General Assembly Report: (1,000 approx) – to be made available to the CSO

July WSC Year                   List of participants made available for inclusion in relevant documents

July WSC Year                   Conference Programme finalised

July WSC Year                   Papers available on the web

July WSC Year                   Programme finalized

Aug/Sept WSC Year           Satisfaction Survey for Participants to be organised by NOC

Oct WSC Year                            NOC reports to ISI findings of the Survey

December WSC Year          NOC’s End of Congress Report

Ongoing WSC Year (-1)       ISI to distribute material at a number of conferences (ISI will clarify which Conferences at the April meeting)

To be decided                   Close of VIP and Guest Registration:

To be decided                   Registration for the CBS Short Course

To be decided                   Paper Submission Opens:

To be decided                   Presentation Submission Opens

To be decided                   Presentation Submission Closes

To be decided                   Book of Proceedings – DVD version to be made available and Abstracts/Papers to be available on USB key

 

 

                   XIII. User Specification of the Information Technology System for the ISI WSC

(Missing 1: a letter of invitation for the WSC. The system or CSO should issue such letter upon request. Especially important for people who apply for funding and/or visa).

(Missing 2 the registration system is not integrated with a database that can be used by the Scientific Programme Committee and Local Programme Committee for establishing the programme (sessions,speakers, titles of pubs, discussants) and managing the follow up).

The information technology system (the System) is an Internet-based system that should allow any interested individual to register as a participant of the WSC, register for related activities in the event, settle related payments through credit cards (and other payment options for those without credit cards, i.e. international bank transfers), submit abstracts, full papers and presentation files for the Scientific Programme, view his/her up-to-date information being maintained in the System and make changes as necessary, as well as the ability to view and download abstracts and papers. Major functions required for the System are further specified.

XIII.1. Creation of user account

XIII.1.A. Any interested individual can access the System through the Internet to create a unique user account. The individual will be required to provide some basic personal information (e.g. name, gender, country, nationality, organisation [if applicable, some may not belong to an organisation]) and contact information (e.g. postal and e-mail addresses, telephone number).

XIII.1.B. Through the user account, the individual can register as a participant of the WSC, register for related activities in the event, settle related payments through credit cards, submit abstracts, full papers and presentation files for the Scientific Programme, view his/her up-to-date information being maintained in the System and make changes as necessary. Registrants should be able to tick whether they are a member of the ISI and/or any of the Associations. “I am not a member of the ISI/Associations” should also be an option. Before finalizing the user account, the System shall show the participant the information as will be displayed on the badge and ask for approval by the participant. The System should be able to create a personal itinerary for during the WSC.

XIII.1.C. After creating a user account, the System should provide a unique login ID and a first-time activation password to the user through e-mail. Upon first-time login, the user will need to input his/her own password for subsequent logins. Password prompt in case he/she forgets his/her password and this should automatically go to his/her e-mail address.

XIII.2. Assignment of user roles

XIII.2.A. The System should be able to assign different system functions to users according to their different user roles. One user can assume more than one user role. The user roles are:

 

  • WSC Participant – a user who will attend the WSC
  • Meeting Organiser – a user who will manage a scientific meeting of the WSC
  • Author – a user who will submit abstract(s) and paper(s) to a scientific meeting of the WSC
  • Reviewer – a user who will review abstract(s) and paper(s) submitted by authors
  • Meeting Discussant – a user who will prepare comments on papers submitted by authors to a scientific meeting and participate in stage discussion in the meeting
  • Programme Committee Member – a user who will manage various activities relating to the Scientific Programme of the WSC.
  • Registration Manager – a user who will manage various activities related to registration.
  • Administrative Assistant – a user who will handle daily administrative duties including participant registration and processing of payment.

XIII.2.B. The System should allow a user to register himself/herself for different user roles.

XIII.2.C. The System should support an optional verification step for the registration of certain user roles (e.g. reviewer, meeting organiser, meeting discussant, programme committee member). The verification step will require the user to input a reference key. The key will be sent to the user prior to the registration process by relevant WSC official using some means outside the System (e.g. through personal e-mail).

XIII.2.D. The System should provide functions for the Programme Committee members to manage the information of individual registered users, including their roles, relating to the Scientific Programme.

XIII.3. Application for sponsorship

XIII.3.A. Financial assistance may be offered to some participants for their attendance to the WSC.

XIII.3.B. The System should allow a user to apply for sponsorship through his/her user account. The System should provide functions that allow the applicant to submit supporting documents or information for his/her application.

XIII.3.C. The applicant should be able to check his/her application status through his/her user account. The System should inform the applicant when his/her application is accepted or rejected.

XIII.3.D. All applications submitted will be reviewed by the Registration Manager. The System should provide an interface for the Registration Manager to view all the applications and link to the corresponding applications. The Registration Manager should be able to share the information with others for further consultation.

XIII.3.E. The System should provide functions to allow the Registration Manager to update the application status after review and inform applicants the application results.

XIII.4. Registration as WSC participant

XIII.4.A. A user can register as a WSC participant through his/her user account. The registration procedures should be a guided, step-by-step flow covering the following functions:

XIII.4.A.i. Select registration type (e.g. ISI/Association member, non-ISI members, student, exhibitor, etc.)

XIII.4.A.ii. Select participation mode: in-person or virtual

XIII.4.A.iii. Register for short courses and satellite meetings

XIII.4.A.iv. Register for social functions

XIII.4.A.v. Register for accompanying persons

XIII.4.A.vi. Reserve hotel accommodation

XIII.4.A.vii. Generate invoice for all chargeable items

XIII.4.A.viii. Settle charges through credit card and other payment options (international bank transfer, PayPal, etc.)

XIII.4.B. The process of registration as a participant is considered complete when relevant payments are settled. A participant can register and pay by the registration deadline that is set for the WSC. Upon successful registration, a confirmation e-mail stating details of the registration should be sent to the user.

XIII.4.C. The System should allow a user to input partial registration details and logout without completing the registration process in one go. The user will be able to continue with the previous registration process, with all previously input information retained, when he/she logs in his/her user account in the System next time.

XIII.4.D. The System should generate an invoice summarising all chargeable items. For some items, a variable fee structure may apply depending on some charging rules based on registration date and other attributes of the user, e.g. early bird discount, discount price for ISI/Association members.

XIII.4.E. The System should support a “special price” charging mechanism whereby a participant can input a “special price reference key” when registering for a chargeable item and the System will charge the item according to the special price associated to the reference key instead of the list price. The key will be sent to the user prior to the registration process by relevant WSC official using some means outside the System (e.g. through personal e-mail). This is relevant for the ISI Executive Committee and ISI Permanent Office staff members who are exempt from the registration fees, as well as invited keynote speakers and distinguished guests.

XIII.4.F. The System should allow a user to make changes to his/her registration details (including registration for Short Courses, Satellite Meetings, social functions, virtual participation and hotel reservation (see details in Parts 4-6 below)) at any time before specified deadlines for individual items (e.g. personal information, contact information, additional accompanying persons, hotel reservation, etc.). The following supporting functions are required:

XIII.4.F.i. Instant update of the information of the user in his/her user account being maintained in the System

XIII.4.F.ii. On-screen confirmation upon any changes made

XIII.4.F.iii. Confirmation e-mail sent to the user upon any changes made

XIII.4.F.iv. Online settlement of any additional payment due to any changes made if involved

XIII.4.F.v. In case the changes will trigger refund, this is to be done offline. Depending on some prior business logics defined, the System should confirm the refund amount to the user on-screen, and issue a confirmation e-mail to the user stating details of the refund and the follow-up procedures required. Details of the refund will also be captured in the System. A general note should be included as to how long a refund will take: “up to one month” for example.

XIII.4.G. The System should allow the user to view online and print, with system date and time, a complete up-to-date summary of his/her information (including all related activities registered and their respective payment status) in his/her user account being maintained in the System at any time.

XIII.5. Short Courses, Satellite Meetings and social functions

XIII.5.A. Short Courses and social functions will be organised along with the WSC for participants. The latter are also opened to accompanying persons. The System should allow participants to register for themselves and their accompanying persons for these activities and settle the payments involved.

XIII.5.B. The System should maintain quotas for individual activities, so that after the maximum quota is reached, further online registration for an activity will not be accepted. Upon each successful registration, the available quota will be deducted accordingly.

XIII.5.C. The System should clearly show the status of individual activities on-screen during the registration process and inform the participants whether a registration is successful or not by the end of the process.

XIII.6. Hotel accommodation

XIII.6.A. The System should allow participants to reserve hotel accommodation and settle the payments involved.

XIII.6.B. The System should maintain the number of available rooms by room category and by date for individual partner hotels, so that after all available rooms are booked, further online reservation will not be accepted. Upon each successful reservation, the number of available rooms will be deducted accordingly.

XIII.6.C. The System should clearly show the room availability of different hotels for different dates on-screen during the reservation process and inform the participants whether a reservation is successful or not by the end of the process.

XIII.6.D. The System should be able to handle special request/needs on hotel accommodation (i.e. meal preference, room type).

XIII.7. Virtual participation

XIII.7.A. The WSC will offer a virtual participation mode for around 10 specified meetings. A separate web-seminar system (outside this System) will be maintained.

XIII.7.B. If a user registers as a virtual participant using this System, he/she will need to make relevant payment. After successful registration, the System should provide a virtual participation password to the user through e-mail. The user will later use his login name and the virtual participation password to access the web-seminar system. A virtual participant is not allowed to register for accompanying persons, short training courses/social functions and make hotel reservation.

XIII.7.C. There is no system integration required between this System and the web-seminar system. The transfer of registration information from the former system to the latter system is through extracting relevant files containing the registration information from the former system and then uploading the files to the latter system. This System should be able to generate the interface files of the required format.

XIII.7.C.i. The file uploading work to the web-seminar system is expected to be done manually by WSC officials.

XIII.8. Submission of scientific papers

XIII.8.A. Around 200 scientific meetings on different topics will be held during the WSC period. The meetings are categorised into three types of session together with a special type of session, namely

XIII.8.A.i. Invited Paper Session (IPS)

XIII.8.A.ii. Special Topic Session (STS)

XIII.8.A.iii. Contributed Paper Session (CPS)/Poster Sessions (PS)[1]

XIII.8.B. A scientific meeting, regardless of session, will be coordinated by one or a few meeting organisers, who will manage the abstracts, full papers and presentation files submitted by different authors of the meeting. The authors will make floor presentation of their papers at the meeting. Meeting discussants will provide comments on the papers as well as participate in floor discussion.

XIII.8.C. The System should provide a collaborative workspace for the organiser, authors and discussants to prepare for a meeting. The collaboration work required for IPS, STS and CPS is different.

XIII.8.C.i. For IPS and STS, the organisers, authors and discussants of individual meetings are well defined before drafting of the abstracts and papers. There is no need for a prior step to review and group abstracts into different meetings.

XIII.8.C.ii. For CPS, all potential abstracts submitted will be reviewed by reviewers, before relevant meetings can be formed. After the review process, qualified abstracts will be grouped into different CPS meetings. The subsequent process will be similar to that for IPS and STS.

XIII.8.D. Functions to support IPS and STS meetings

XIII.8.D.i. When making a scientific paper submission to IPS and STS, an author should choose an appropriate IPS or STS meeting and provide information on paper title, co-authors (e.g. name, title and organisations) and presenters (e.g. name, title and organisations). The author should provide an abstract, a full paper and a presentation file for the submission. The author is requested to upload an abstract file through the System. In general Microsoft Word, Excel, PowerPoint, PDFs and LaTeX should be supported by the system.

XIII.8.D.ii. Submission of full papers and presentation files can be done through uploading files. The author will have the possibility to indicate whether the paper is accessible by the participants before the presentation at the WSC or not. At a certain moment, the submitted abstracts and or papers should be made available to the other participants. These will be made accessible on the WSC website for the abstracts and papers (if the authors approve the latter). The post-WSC proceedings will also become available on DVD/online.

XIII.8.D.iii. The System should maintain three separate deadlines respective for submission of abstract, full paper and presentation file.

XIII.8.D.iii.a. Before the deadline for submission of abstract, authors are allowed to modify paper titles and abstracts maintained in the System. After the deadline, further modification of paper titles and abstracts is not allowed.
XIII.8.D.iii.b. Before the deadline for submission of full paper, authors are allowed to modify co-author information and full papers maintained in the System. After the deadline, further modification of co-author information and full papers is not allowed.
XIII.8.D.iii.c. Before the deadline for submission of presentation file, authors are allowed to modify presenter information and presentation files maintained in the System. After the deadline, further modification of presenter information and replacement of presentation files is not allowed.

XIII.8.D.iv. The System should provide a common interface for the organiser, authors and discussants to access the submissions of a meeting. The access rights to individual submissions are:

XIII.8.D.iv.a. The organiser, authors and discussants are allowed to read all submissions of the meeting. Organiser, authors and discussants of other meetings are not allowed to assess submissions of the meeting.
XIII.8.D.iv.b. The author is allowed to modify his/her own submissions before the deadline.
XIII.8.D.iv.c. The organiser is allowed to modify all authors’ submissions, regardless of whether the deadline has passed.

XIII.8.D.v. Upon each successful submission or modification by the organiser or an author, the System should send a notification e-mail to the organiser, all authors and discussants.

XIII.8.D.vi. The organiser can provide comment to an author’s submission through the System. Similarly, the author can give feedback to the organiser through the System. These communications are recorded in the System and are accessible only by the organiser and the author himself/herself, but not by other authors and discussants of the meeting.

XIII.8.D.vii. Each time when the organiser gives a comment to the author or the author provides a response, the System should issue a notification e-mail to both parties.

XIII.8.E. Further functions to support CPS meetings

XIII.8.E.i. When making a scientific paper submission to CPS, an author should provide information on paper title, co-authors (e.g. name, title and organisations) and presenters (e.g. name, title and organisations). The author should first submit an abstract uploading an abstract file and select from a list of predefined statistical subjects (multiple selection allowed) to classify his/her submission. Full papers and presentation files will be submitted after the review process described below.

XIII.8.E.ii. Reviewers will need to specify in their personal profiles in the System their specialised subject areas (multiple selection allowed), which will be the same list of statistical subjects for classifying scientific paper submissions to CPS. For each reviewer, the System should also maintain a maximum number of abstracts to be assigned (the number will be different for different reviewers).
The System should automatically assign abstracts submitted for CPS to individual reviewers, based on matching of classification of the abstracts and specialisation of the reviewers, subject to the maximum limits on the number of abstracts to be assigned to individual reviewers.

XIII.8.E.iii. The System should provide functions for the Scientific Programme Committee members to modify the automatic abstract assignment results.

XIII.8.E.iv. The System should provide a common interface for the Scientific Programme Committee members and reviewers to access the submissions to CPS. The access rights to individual submissions are:

XIII.8.E.iv.a. The Scientific Programme Committee members are allowed to modify all authors’ submissions.
XIII.8.E.iv.b. The reviewers are allowed to modify submissions assigned to them, but not those unassigned. Reviewers should add in their comments but not change the original text (i.e. track changes or a separate document).

XIII.8.E.v. The System should maintain a list of potential CPS meetings, which will be created and updated by the Scientific Programme Committee members, so that individual reviewers can classify the abstracts they have reviewed to a potential CPS meeting in the list. Among the list, there should be a special entry on “unqualified abstract”.

XIII.8.E.vi. The Scientific Programme Committee members will review the classification work by reviewers and make any adjustment if considered necessary.

XIII.8.E.vii. The System should provide functions for the reviewers and the Scientific Programme Committee members to input textual comments on individual abstracts reviewed.

XIII.8.E.viii. After the above process is finished, the Scientific Programme Committee members will create corresponding CPS meetings in the System and assign the abstracts to the meetings accordingly. For abstracts classified as “unqualified”, no assignment will be made.

XIII.8.E.ix. The System should send e-mails to the authors of “qualified” abstracts notifying them details of the CPS meeting assigned.

XIII.8.E.x. For “unqualified” abstracts, the Scientific Programme Committee members may assign them to the PS and the System should then notify the authors through e-mails. The entries will then be maintained in the list of PS submissions in the System. The remaining entries should also be maintained in a designated area in the System for possible review later on.

XIII.8.E.xi. After the abstracts are assigned to specific CPS meetings, the subsequent work process (involving submission of full papers and presentation files) will be the same as that for IPS and STS.

XIII.8.F. An author can submit only one paper to any one IPS meeting and one paper to any STS/CPS meeting. The System should automatically check this whenever a submission is received and notify the Scientific Programme Committee members by e-mails in case there is more than one submission from an author. The System should also provide an interface for the author to view all his/her submissions and link to the corresponding meeting workspaces.

XIII.9. Automatic e-mail reminders

XIII.9.A. The system should be able to send automatic e-mail reminders upon some important deadlines, including:

XIII.9.A.i. Deadline for early-bird offer for registration as participants

XIII.9.A.ii. Deadline for registration as participants

XIII.9.A.iii. Deadline for making hotel reservation

XIII.9.A.iv. Deadlines for registration for individual Short Courses and social functions

XIII.9.A.v. Deadline for making changes to registration details

XIII.9.A.vi. Deadline for submission of scientific paper abstracts of by authors

XIII.9.A.vii. Deadline for completion of reviews by reviewers

XIII.9.A.viii. Deadline for submission of full scientific papers by authors

XIII.9.A.ix. Deadline for submission of presentation files by authors

XIII.9.A.x. Notification of successful authors (CPS) and waitlisted authors

 

NOTE: There are two files containing e-mail addresses: ISI/Association Members from the ISI Permanent Office’s database and Registered Participants from the WSC Registration System. It is necessary to ensure that those persons on both lists do not receive duplicate e-mails.

XIII.10. Management statistics and management reports

XIII.10.A. The System should generate statistical management reports on

XIII.10.A.i. Number and listing of registered participants

XIII.10.A.i.a. Analysed by registration type [ISI member, Association member (specify which Associations), student, etc.]
XIII.10.A.i.b. Analysed by country, nationality and organisation
XIII.10.A.i.c. Analysed by payment status (paid or not)

XIII.10.A.ii. Number and listing of registered participants and payment received

XIII.10.A.ii.a. Analysed by registration type
XIII.10.A.ii.b. Analysed by payment status (paid or not)

XIII.10.A.iii. Number and listing of paper submissions to IPS and STS

XIII.10.A.iii.a. Analysed by meeting by submission status (abstract submitted, full paper submitted, presentation file submitted)

XIII.10.A.iv. Number and listing of paper submissions to CPS

XIII.10.A.iv.a. Analysed by reviewer by review status (classified to a potential meeting or not)
XIII.10.A.iv.b. Analysed by potential meeting classified
XIII.10.A.iv.c. Analysed by meeting by submission status (abstract submitted, full paper submitted, presentation file submitted)

XIII.10.A.v. Number and listing of paper submissions/transfers to PS

XIII.10.B. The System should allow the generation of up-to-date management statistical reports as and when required.

XIII.10.C. The System should allow downloading of detailed participant registration and scientific paper submission records for custom analysis.

 

 

                                              XIV. Guidelines for Authors for the Scientific Programme

 

XIV.1. Instructions for Creating Manuscripts

The Proceedings of the WSCs are published as a DVD and/or online.

 

The papers for the scientific programme may be written in any of the working languages of the ISI, i.e. English or French. The maximum length of an Invited Paper is 4 pages. The maximum length of a Contributed Paper is 2 pages.

 

Abstract and papers are to be uploaded onto the WSC’s website. The use of Microsoft Office programmes, PDF or LaTeX are supported on the WSC website.

XIV.2. The Length of Manuscripts

The maximum length of Invited Papers is 4 pages.

The maximum length of Contributed Papers is 2 pages.

Longer manuscripts will not be published.

XIV.3. Formatting

The NOC will not edit the manuscripts - the manuscripts are published exactly in the form created by the authors. Therefore, the authors should format the manuscripts according to the layout instructions given.

XIV.4. Deadline

The deadline for the submission of manuscripts is set according to the timeline planned for the WSC.

XIV.5. Submission of Papers

The information on how to upload abstracts and papers is available on the WSC website. If Internet access is not of satisfactory level to upload, then an abstract/paper can be e-mailed to the NOC.

XIV.6. Instructions for Layout of Papers

XIV.6.A. Paper Size: A4

XIV.6.B. Page Set Up: Top Margin 2cm, Bottom Margin 2cm, Left Margin 2cm, Right Margin 2cm.

XIV.6.C. Title of the Paper: 0.8 cm from Top Margin, Adjusted Left.

XIV.6.D. Name(s) of the Author(s) (First Name, Last Name): Adjusted Left.

XIV.6.E. Address(es) of the Author(s): Line Spacing Single: Adjusted Left.
Institution, Department
Street Address
City, Country
E-mail Address

XIV.6.F. Subtitle: Numbered by Arabic Numerals, Adjusted Left.

XIV.6.G. Body Text: Line Spacing Single, Indent: First Line 1 cm, Adjusted Left.

XIV.6.H. Formulae: 2cm from the Left Margin with Identifying Numbers in Round Parentheses, Adjusted Left.

XIV.6.I. Table Titles: Above the Table, Numbered by Arabic Numerals, Adjusted Left.

XIV.6.J. Tables: Should be typed as part of the text.

XIV.6.K. Graph or Figure Titles: Under the Figure, Numbered by Arabic Numerals, Adjusted Left.

XIV.6.L. Graphs and Figures: Should be included as part of the document

XIV.6.M. Heading REFERENCES: All Caps, Adjusted Left.

XIV.6.N. References (text): Line Spacing Single, Adjusted Left. All references should be given in alphabetical order. References should be indicated in the text by name(s) of the author(s) and the year of publication in round parentheses.

XIV.6.O. Heading RESUME: All caps, Adjusted Left.

XIV.6.P. Resumé (text): Line Spacing Single, Indent: First Line 1 cm, Adjusted Left.

 

 

 

[1] A contributed paper may be presented at a traditional CPS meeting or at a Poster Session (PS). For the PS, instead of having meetings, space will be provided in the conference venue and a number of display boards will be installed for authors to display a summary of their papers. Participants wandering around could discuss the papers individually with the authors.

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