Complete and email the Reviewer Import Template to convention@natcom.org. Please allow 48-72 hours for processing.

To view a listing of your reviewers, please follow these steps:

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Review.”
4. Select the Review Module from the dropdown menu.
5. Click on “Manage Reviewers” in the blue menu.
6. View the list of reviewers at the bottom of the screen.

You cannot formally decline a reviewer; however, here’s how you can remove them from your pool:

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Manage Review.”
4. Select the Review Module from the dropdown menu.
5. Click on “Manage Reviewers” in the blue menu.
6. View the list of reviewers on the bottom of the screen, find the person you want to remove, and click on “Edit Sign Up Form.”
7. Find your unit in the “Units You Will Review For” section and deselect it.
8. Click “Submit.”

You are seeing more people than what’s on your list because folks listed your unit as a preference when signing up via the Call for Reviewers form. If your desire is to not use anyone who isn’t on your list, we ask that you email them, letting them know that they were not selected as a reviewer, and remove them by modifying their submission form. Here’s how:

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Manage Review.”
4. Select the Review Module from the dropdown menu.
5. Click on “Manage Reviewers” in the blue menu.
6. View the list of reviewers on the bottom of the screen, find the person you want to remove, and click on “Edit Sign Up Form.”
7. Find your unit in the “Units You Will Review For” section and deselect it.
8. Click “Submit.”

Thank you for considering the reviewers’ workload. Here are our recommendations:

1. Review the list of reviewers and check if they have been assigned to multiple divisions. You can find their unit preferences in the Manage Reviewers section by clicking on “Edit Sign Up Form.” While it’s best to start with those who listed your unit as 1st or 2nd Preference, also consider those who selected your division as 3rd or 4th. There are cases where someone signed up to review for multiple units but may not be selected to do so.
2. Evaluate the number of submissions each reviewer has been assigned to and use this information to decide how many submissions to assign them. You can find this information in the Manage Reviewers section.
3. If you’re worried about overwhelming reviewers with submissions, communicate with them. If they agree with your assessment, consider reassigning some submissions to other available reviewers.
4. Keep in touch with reviewers who are completing their assignments promptly. They may be willing to take on additional submissions.

In the past, planners had no way of knowing if a reviewer was assigned to more than one unit. We hope this system will help you make informed decisions.

A copy of the list can be found in our shared Google Sheets document beginning in mid-April. You may also email the NCA Convention team (convention@natcom.org) to request a copy of the list.

If a submission does not fit your unit’s scope, first make a good-faith effort to find a more appropriate home by reaching out to the planner of the unit you believe is a better fit (see “How do I transfer submissions?” below).

If no suitable unit can be identified:

1. Contact the submitter within 48 hours to let them know the submission may not be the best fit and offer them the option to transfer it to another unit of their choosing or withdraw it.
2. If the submitter does not respond within 48 hours, assign the submission for review. Reviewers can evaluate it on its merits, and you can factor fit into your final programming decision.
3. Do not decline a submission solely because it could not be transferred.

If your unit’s call explicitly required a specific format (such as a full manuscript) and the submission does not meet that requirement, you have the discretion to decline it without sending it to review. You do not need to assign non-compliant submissions for review.

Recommended steps:

1. Document the reason for the decision within the system.
2. Notify the submitter promptly so they are aware and have a record of the decision.
3. Once the review period ends and the final status assignment phase begins, you will be able to apply the appropriate final status to submissions that did not meet your unit’s requirements. The NCA Convention team will provide additional guidance at that time.

If you are uncertain whether a submission meets your requirements, err on the side of sending it to review and factoring compliance into your final programming decision.

Access the Submission

1. Log in to the Planner/Chair Module
2. Click “Manage Submissions”
3. Choose your module from the dropdown menu
4. Click the submission number you want to edit

Edit Options

Modify Submission Details

1. Click “Edit Submission” in the blue menu bar
2. Make your changes
3. Click “Update Submission” (You can upload a new document here if needed)

Change People (Authors, Presenters, Panelists)

1. Click “Edit Authors” (or “Edit Presenters” or “Edit Panelists”) in the blue menu bar
2. Click “Add New [Person Type]”
3. Find existing contacts by searching last names
4. Select “Add Existing Contact as [Person Type]”

Manage Session Presentations

1. Click “Presentations” in the blue menu bar
2. Click “Add Presentation”
3. Search for Author/Presenter by last name
4. Select the unit
5. Enter the paper/presentation title
6. Click “Add Presentation”
7. Rearrange presentation order using drag and drop

A “Not Complete” status means the submitter began but did not finalize their entry — they may have closed the form before clicking the final submit button.

Recommended steps:

1. Contact the submitter directly to determine their intent:
   • If they confirm the non-completion was accidental, have them notify you and then contact NCA Convention staff at convention@natcom.org. Staff can mark the submission as complete on the backend, after which you will be able to assign reviewers and proceed as normal.
   • If they confirm they did not intend to finalize the submission, no action is needed. Incomplete submissions will not appear in your review queue and do not require a final status.
2. If you cannot reach the submitter, do not assign the submission for review. Contact convention@natcom.org for guidance.
3. To notify submitters directly through Convention Central, go to Manage Submissions → select your module from the dropdown → locate the submission → click Send Email.

If a submission is both incomplete and does not meet your unit’s call requirements, first determine the submitter’s intent. If they intended to complete it, you may then address the compliance issue using the guidance below.

Note: If a submission is still showing as “Not Complete” after you have uploaded a revised file, this is expected — uploading a file alone does not change the completion status. Only NCA staff can mark a submission as complete on the backend. Please contact convention@natcom.org with the submission title or ID and staff will update the status for you.

All submissions sent for peer review must be anonymized — they should not contain the author’s name, institution, or any other identifying information in the uploaded document or submission fields.

To check for blind review compliance:

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click “Manage Submissions” and select your module from the dropdown.
4. Click on the submission number to view full details.
5. Download and open the attached document to check for identifying information.
6. Also review the submission title, abstract, and keyword fields for any author or institution names.

If a submission is not blind:

1. Contact the submitter and request a revised, anonymized version of their document.
2. Once you receive it, log in to the Chair Module and edit the submission (see “How do I edit a submission?” above).
3. Upload the revised document by clicking “Edit Submission” and selecting “Update Submission.”

For additional guidance, refer to the Checking for Blind Review Compliance document.

Here are the steps to edit a submission:

1. Log in to the Planner/Chair Module.
2. Click on “Manage Submissions”.
3. Select the appropriate module from the drop-down menu.
4. Click on the submission number.
5. Click on “Edit Submission” in the blue menu bar.
6. Make the necessary edits and click on “Update Submission.” If necessary, you can also upload a new document from this page.
7. Click on “Edit Authors” (or “Edit Presenters” or “Edit Panelists”) in the blue menu bar to modify participants.
8. Click on “Presentations” in the blue menu bar to modify panelists or session presentations.

Here are the steps to follow if a submitter or reviewer has recommended co-sponsorship for a submission:

1. Review the co-sponsorship recommendation: Determine if you agree that the submission would be a good fit for co-sponsorship with another unit.
2. Contact the co-sponsoring unit’s planner:
   1. Contact the planner of the recommended co-sponsoring unit to see if they are interested in co-sponsoring the submission.
   2. Discuss the details of the submission and get their approval for the co-sponsorship.
3. Edit the submission using the instructions above.

Remember that the co-sponsored program will count against the allotment of the unit listed as the first sponsor.

If you feel that a submission might intersect with another unit and should be co-sponsored, you can contact the co-sponsoring unit’s planner to see if they would be interested in co-sponsoring the submission. Once the co-sponsoring unit approves, you can edit the submission to include the co-sponsor. Co-sponsored programs will count against the allotment of the unit listed as the first sponsor.

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “View Submissions”.
4. Select the applicable module from the dropdown menu.
5. Click on the submission number (highlighted in blue) next to the submission name.
6. Click on “Edit Submission” in the blue menu.
7. In the “Co-sponsorship Request” section, add or remove the applicable co-sponsors. Remember, planners of the co-sponsoring unit must approve the co-sponsorships.
8. Click “Update Submission”.

Yes, program planners are permitted to submit work to the unit for which they are planning the program. However, to protect the integrity of the review process, the following steps are required.

1. Disclosure. Notify NCA convention staff at convention@natcom.org at the time of submission that you have submitted to your own unit.
2. Recusal. Fully recuse yourself from all aspects of the review and acceptance process related to your own submission. This includes access to reviewer scores, comments, and final decisions.
3. Designated Officer. Appoint a qualified unit officer — such as a co-planner, past chair, or vice chair — to independently manage the review and acceptance of your submission. This person should be identified and confirmed before the review period opens.
4. No Undue Influence. Do not communicate with reviewers or the designated officer about your submission in any way that could influence the outcome.

NCA staff will note the recusal and designee assignment on file for transparency. This policy is consistent with NCA’s conflict of interest standards, which require recusal and reassignment whenever a personal stake exists in a submission.

You have three methods for assigning reviewers:

METHOD 1

Best For:

• Small number of submissions (<20)
• High-stakes submissions needing specific expertise
• When you want total control

Manual Assignment (Option 1)

1. In Chair Module → Manage Review
2. Select review module from dropdown
3. Click View Reviews
4. Find submission → Click Assign Reviewer
5. View the current submission reviewers
6. Click + icon  to assign (repeat for 2-3 reviewers)

💡 Use search field! Type first 3-4 letters of last name List filters instantly

Manual Assignment (Option 2)

1. In Chair Module → Manage Review
2. Select review module from dropdown
3. Click Manage Reviewers
4. Click on the reviewers name
5. View the submission list
6. Click + icon  to assign (repeat for 2-3 reviewers)

💡 Made an error? Click View Assignments to remove the reviewer from the submission

METHOD 2: Batch Assignment

Best For:

• Groups of similar submissions
• When same reviewers should review multiple submissions
• Medium volume (10-30 submissions)

How to Use:

1. Click Batch Assign in horizontal menu
2. Check boxes next to submissions you want to assign
3. Click Select Reviewers
4. Check boxes next to reviewers
5. Click on Assign Reviewers
6. System assigns selected reviewers to ALL selected submissions

METHOD 3: Assignment Wizard (Automated)

What the Wizard Does:

Your Parameters → System Matches → Auto-Assigns → You Review

• Automatically assigns reviewers based on filter criteria
• Balances workload across pool
• Blocks co-author conflicts automatically

How to Use:

1. Click Assignment Wizard
2. Select your unit from drop-down
3. (Optional) Set filters from reviewer sign-up form. Click Submit
4. Set the Filter logic condition to be And / Or . Click Submit
5. Enter: # of reviews per submission (e.g., 3)
6. Enter: Max # of assignments per person (e.g., 5)
7. Click Run Wizard
8. REVIEW results and adjust as needed

There are two ways to remove a reviewer:

Option 1

1. Click Manage Review
2. Select the review module
3. On the View Reviews screen, locate the submission and click on View/Email Reviewers
4. Find the reviewer and click on Remove

Option 2

1. Click Manage Review
2. Click Manage Reviewers
3. Locate the reviewer and click on their name
4. Click Delete Specific Assignments
5. Tick the box next to the submissions you want to remove from the reviewer and select Delete

After assigning reviewers to submissions, you must invite them to the Reviewer Portal so they can access and complete their reviews. All reviewers must be assigned and invited by the deadline.

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click “Manage Review” and select the review module from the dropdown.
4. Click “Manage Reviewers” in the blue menu.
5. Locate the reviewer and click on their name.
6. Click “Invite Reviewer” to send them an email invitation to the Reviewer Portal.

💡 You can customize the invitation message before sending. Reviewers will not be able to access their assigned reviews until they have been formally invited.

For additional guidance, refer to the Scribe: How to Add & Manage Reviewers step-by-step guide.

Yes, planners can perform reviews on submissions in which they chair, even if they were not formally assigned as reviewers. To do this:

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Review” in the menu on the left side of the screen.
4. Select the review module from the dropdown menu.
5. Click on “Perform Reviews” in the blue menu bar.
6. Identify the submission you want to review and click on the submission #.
7. Complete the rubric in the Submit Review section and click on “Submit Review.”

Reviewers evaluate submissions using a standardized rubric developed by NCA. The rubric assesses submissions across several criteria, which may include scholarly contribution, clarity, and fit with the convention theme.

Planners are encouraged to share the rubric with their reviewer pool so reviewers understand the evaluation criteria before the review period opens.

• View the Reviewer Rubric

What planners should know:

• Each submission should be assigned to 2–3 reviewers. Three reviewers is recommended to account for attrition.
• Reviewers score submissions using the rubric and may leave written comments. Both scores and comments will be available to you for your final programming decisions.
• Planners can view completed review scores and feedback beginning April 30 via the reports available in Convention Central (see Training Session IV for guidance on running and interpreting reports).
• Planners may also perform reviews themselves (see “Can planners perform reviews without being assigned as a reviewer?” above).

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Program” in the left side menu.
4. If the option to create sessions has been enabled, click the “Create Session” button.
5. Enter applicable information for the new session, such as the session title, session type, and program track, then click “Create Session”.
6. Complete the information in the “Additional Details” section of the “Details” page.
7. Click on “Add Presentations” and select the individual submission module from the dropdown menu.
8. A list of submissions from the selected module will appear. Click the checkbox beside each submission you want to add to the session, then click “Add to Session”.
9. Click on “List of Presentations” to view all the submissions that have been added to the session.
10. Drag and drop the submissions into the desired order.
11. Click “Program” > “View” (next to the session) to see the full session details, including the order of the presentations.
12. To assign additional individual submissions to a session, repeat steps 3 to 11.

Refer to the “How to Issue Final Statuses & Organize Sessions” video tutorial (minute marker 5:15) for guidance.

Here’s how you can transfer submissions between units:

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Manage Submissions.”
4. Select the applicable submission from the dropdown menu.
5. Find the appropriate submission and click on “Change Track”
6. Select the appropriate unit to which you want to transfer the submission from the “New Unit Assignment” dropdown menu and click on “Confirm Unit Change.”

Alternatively, you can transfer submissions by editing the submission details. Here’s how:

1. Follow steps 1-4.
2. Find the appropriate submission and click on the submission number.
3. Click on “Edit Submission” in the blue menu bar.
4. Select the appropriate unit to which you want to transfer the submission from the “Unit” dropdown menu and click on “Update Submission.
5. The system will trigger an email to the planner, who now owns the submission; however, we recommend that you contact the planner directly.

IMPORTANT: Scholar to Scholar transfers should not happen until reviews are complete.

Once you transfer a submission, you no longer have access to it unless it is transferred back to you. If the planners determine the Scholar to Scholar submission to be a poor fit, they will transfer the submission back to you, and as the program planner, they must determine the final outcome for the submission.

Please view the convention planner training III (refer to minute marker 06:03-7:00) for additional guidance, or feel free to reach out.

1. Access the session management area
   • Log in to Convention Central
   • Access the Planner/Chair Module Module
   • Navigate to the Program tab
2. Select your session
   • Find the session you want to modify
   • Click “Manage” next to that session
3. Add session roles
   • Click “Session Chairs”
   • Click “Add New”
4. Find and assign the person
   • Search for the contact using their last name
   • Select the appropriate role type (Chair, Respondent, Moderator, etc.)
   • Click “Add Chair” (or the corresponding button for the role)

Note: Repeat steps 3-4 for each person you need to add to the session. The process is the same whether you’re adding chairs, respondents, moderators, or other session roles.

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Program” in the left side menu.
4. Find the session and click on “Manage”.
5. Scroll down to the “Additional Details” section.
6. Enter your desired details, such as preferred day, time of day, estimated attendance, etc.
7. Click “Update Session” to save the changes.

Here’s how you can submit your business meeting.

1. Log in to Convention Central.
2. Access the Chair Module.
3. Click on “Add Submissions.”
4. Select “Business Meeting Submission Form” from the “Select Submission Module” dropdown menu.
5. On the Add Submission page, enter the Presenter/Primary Point of Contact and Session Title and select “Add Business Meeting.”
6. Enter the session details and click on “Update Submission.

Add Key Participants

1. Click “Manage Submissions.”
2. Choose your module from the dropdown menu
3. Click the submission number you want to edit
4. Click “Edit Participants” in the blue menu bar
5. Click “Add New Participant”
6. Find existing contacts by searching last names
7. Select “Add Existing Contact as Participant” to confirm.

If your unit presents a Top Paper Award (e.g., Top Faculty Paper, Top Student Paper), the selection process is based on the scores submitted by your reviewers during the standard review period. No secondary review is required.

Step 1 — Review scores after the review period closes

Once the review period ends, access your submission scores and reviewer feedback in Convention Central. Use the available reports to identify the highest-scoring submissions in the applicable category. Refer to Training Session IV for guidance on running and interpreting reports.

Step 2 — Select your winner

Evaluate the top-scoring submissions and select your award winner(s). Consider reviewer scores, written feedback, and any award-specific criteria your unit applies.

Step 3 — Assign the appropriate final status

When issuing final statuses, assign the award-specific status to the winning submission. The status label will correspond to the type of award (e.g., Top Faculty Paper, Top Student Paper). Refer to the final status options available in the system or contact convention@natcom.org if you are unsure which status to apply.

⚠️ Top Paper Winner decisions are due by the final status deadline. Contact convention@natcom.org if you have questions about this process.

Here are instructions on how to issue final statuses for convention submissions. Remember to adhere to the NCA’s guidelines and deadlines for issuing final statuses. Failure to do so may result in submitters not receiving their final status notification on time.

1. Log in to Convention Central:
   1. Access the Chair Module.
2. Review Submissions:
   1. Click on “Manage Review” in the menu on the left side of the screen.
   2. Select the review module from the dropdown menu.
   3. Click on “Final Status” in the blue menu bar.
3. Assign final status:
   1. Identify the submission you want to change the final status for and click on “Assign Status” in the “View Submission Reviews” column.
   2. Select the appropriate status in the “Status” dropdown menu and click on “Assign.”
   3. Note: For submissions requesting an additional slot, assign a status of “Pending First VP Review” and complete an Additional Slot Request form.  Please refer to the Additional Slot Request section for more information.
4. Batch assign final statuses (optional):
   1. Refer to the “How to Issue Final Statuses & Organize Sessions” video tutorial (minute marker 2:15) for guidance on batch assigning final statuses.
5. Organize Sessions:
   1. For session and panel submissions, accepted submissions will automatically be turned into sessions.
   2. You will need to manually group individual submissions into sessions. For guidance, refer to the “How to Issue Final Statuses & Organize Sessions” video tutorial (minute marker 3:30).
   3. Note: Business Meetings are turned into sessions by NCA staff and will not have a final status included.