Charter of the RAS Conference Editorial Board
I. Scope of the CEB
- The CEB is in charge of providing quality reviews and acceptance/rejection suggestions for papers submitted to IEEE Int. Conf. on Robotics and Automation (ICRA);
- A goal of CEB will be to provide consistency over years for what concerns the minimum number of reviews, their constructive nature, their confidentiality and fairness.
II. Structure of the CEB
- The CEB consists of an Editor-in-Chief (EiC), several Editors (Eds) and Associate Editors (AEs).
- The number of Editors and Associate Editors is decided on the basis of the number of submissions to the handled, considering a maximum of 15 papers assigned per AE per year, and a maximum of 15 AEs supervised per Editor.
- Each AE is supervised by an Ed, to whome they report. The choice of the supervising Ed is made on the basis of expertise and topics covered. In exceptional cases, an AE may report to more than one Ed. 4. Editors are supervised by the EiC.
III. Appointment of CEB members
- The Editor-in-Chief (EIC) is appointed by the President of IEEE RAS, upon recommendation by the Steering Committee for Technical Programs (SCTP).
- The Editors will be proposed by the EiC and will be appointed by a committee of six, consisting of the Associate Vice President of Conference Activities for the SCTP, the Vice President for Publication Activities and the Vice President for Technical Activities or their delegated Associate Vice Presidents, the EIC of the Transactions on Robotics, the EIC of Transactions on Automation Science and Engineering, and the EIC of the Robotics and Automation Magazine.
- The Associate Editors will be appointed by the EiC, upon consultation with the Editors. Individual applications to the AE position will be considered. It will be required to submit a CV and evidence of the ability to review and overview referees.
- The appointments above will be made according to the criteria of scientific and managerial abilities of individuals, taking into consideration also a balance in expertise and regional distribution.
- All members of the CEB will serve a term of three years, renewable once. Performance will be reviewed every year and terms may be shortened if performance is inadequate. The review for AEs will be conducted by the Editor-in-Chief and Editors of the CEB. The review for the Editors will be performed by the EiC with the selction committee mentioned above. The SCTP will review the performance of the EIC.
IV. Operation of the CEB
- The EiC and the Editors prepare and maintain a list of keywords adequately describing the technical scope of the Conference. The number and breadth of the keywords will be such that roughly an even number of submissions will be associated to each.
- Based upon matching of keywords, and taking in consideration an even balance of the workload, subitted papers will be assigned by the EiC to the Eds.
- Eds assign papers to AEs in their area, on the basis of keywords and load balancing.
- AEs will solicit at least two external reviews per paper from experts of their choice. The AEs will inform reviewers of the requirements on timeliness, accuracy and constructiveness of reviews, and will supervise so that these are met by the reviews. AEs do not provide reviews for the papers themselves. Based on the reviews and on their own reading of the submitted paper, the AEs will make a recommendation about acceptance or rejection, accompanied by a report briefly summarizing the reviews and providing thorough motivations for the decision to the authors.
The summary rejection of a paper may be proposed by the AE assigned to that paper. The AE writes a review justifying the summary rejection, and transmits the summary rejection to the appropriate Editor. If the Editor approves the rejection, then the paper is summarily rejected without further review. If there is any disagreement or uncertainty, the paper is sent out for review.
- The AE's recommendation will be overviewed by the supervising Eds, who will be responsible for checking that the quality standards of the review process (including number and depth of reviews, significance of AE's report) have been met. The Eds will issue a brief statement for each recommendation, whereby the correctness and completeness of the revieweing procedure is endorsed.
- The Eic will supervise the whole process, collect data and statistics, and provide the conference's Program Committee (PC) with a comprehensive and organized set of data on submissions and their reviews. 7. The final decision on acceptance or rejection will be made by the ICRA conference's Program Committee (PC). The EiC will support the PC by providing information on the review process, technical support with data retrieval and presentation, and by participating to meetings of the PC.
- The PC Chair will be in charge of interfacing withe the authors, sending them the decisions, and dealing with possible requests for clarification and complaints. The EiC will provide data and evidence to support the EiC in this phase.
V. Interaction with the Conference's Program Committee (PC)
- A typical PC would be formed the order of 20 members, effectively acting as an executive body;
- The PC sets the target acceptance rate and makes the final decision about acceptance or rejection for all of the papers which have not been summarily rejected.
- The PC handles all aspects of organizing the conference, such as forming the technical program, assigning papers to sessions, special sessions, invited talks, videos, best papers, and 6 workshops and tutorials.
- About a month before the PC meeting, the EIC of the CEB and the PC chair will meet face-to-face for a 1-2 day meeting. They will go over the results of the review process, identifying particularly those papers which are borderline or otherwise require further PC scrutiny.
- Afterwards, and during the month before the PC meeting, the PC chair distributes papers to PC members and possibly Technical Committee (TC) chairs for session formation and decisions about borderline papers.
- The Program Chair will consider the opportunity to recruit members from the TC Chairs into the PC, upon consultation with the VP for Technical Activities.
- The EIC of the CEB and his assistant will attend the PC meeting.
- The RAS will pay for a part-time assistant to the Editor-in-Chief
- The RAS will pay for the EiC and his/her assistant or other CEB members to attend CEB and other society meetings as it may be required
- A conference will pay for the travel expenses of the Editor-in-Chief and his/her assistant to attend the PC meeting or other meetings as it may be required by the PC Chair.