This document contains guidelines for the qualification of referees. It is imperative that you receive clear answers to these questions so that there are no problems during the paper review process.
A few tips: while it is fine to make the initial contact via e-mail it is very important that you actually speak with each referee during the qualifying process. If a referee is well known in their area of expertise, they may or may not have expertise in your subject area and it is still a good idea to touch base with them. This is also a good time to discuss any questions they may have regarding the entire process, especially if this is the first time they have volunteered. We do want this to be a pleasant experience so they will return as volunteers in future years.
Once your refs have been qualified and you are ready to assign papers, it is a good idea to try to group your referees into teams with a good mix of newbies and experienced referees, previous CMG authors and non-authors. Remember that you are also a referee and need to read and evaluate each paper. In most cases your appraisal won't be needed, however if you have a real feeling one way or the other that is different than your referees, you may want to take another look, ask for another opinion, and then make your decision. If the referees don't agree at all, it is up to your judgment to resolve the situation. But remember you are not alone, if you are unsure or simply want a second opinion; the entire Program Committee is available to review papers on a case-by-case basis. Simply contact the Program Chair or Assistant Program Chair for assistance at .
First, determine that the referee will be available for the important dates, specifically the period when the papers will be refereed. If they will not be available some time during that timeframe, they cannot participate in the process. With the final paper submission due date being later in the summer and prime vacation time it is even more important to confirm the referee's availability.
Next, verify that the referee's address, phone number, fax number and E-mail address are correct.
Verify that the subject areas for each referee are accurate. These are the areas they marked on the volunteer form and are the areas for papers they will receive. If you ask, most will tell you where their strengths and weaknesses are within their areas of expertise. This can be a great help in putting together your ‘Teams’.
Make sure the referee will be able to access the web to download assigned papers and referee forms. Explain the process, where to access the papers, how to log in, etc. Remind the referee of his/her referee number and password to access the Paper Submission system. (These are created automatically by the system, but must be recorded by the SAC and later sent to each referee.)
Answer any questions the referee may have. You will know the schedule by then, and should be able to answer most questions.
Contact CMG HQ with any changes to the referee information. This must be completed quickly to ensure accuracy of the volunteer database and the smooth completion of the paper process.
