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Conference on Complex Systems: By-Laws

Abbreviations

SC = Steering Committee
PC = Program Committee
FTM = First Tier MembersOC = Organization Committee
OCC = Organisation Committee Chair
SCC = SC Chair
PCC = PC Chair
PCcC = PC co-Chair (and Chair of the next PC)
full SC = SC 'permanent' members + PCC of the year+the co-PCC+President/Vice-Presidents of ECSS
CSS = Complex Systems Society

General organization of the conference series:

An annual series of conferences called "Conferences on Complex Systems" will be organized under the auspices of the Complex Systems Society (CSS)

The Steering Committee

This annual series of conferences will be run by a pluriannual Steering Committee (SC). The SC:
- defines the general scientific guidelines,
- ensures proper covering of the field of CS,
- ensures proper renewal of the themes from year to year,
- calls for proposals of satellite meetings.
The SC comprises 12 member scientists. It is renewed by thirds to ensure constant competency in a rapidly evolving field. The President remains in the SC even if belonging to the third renewal. The members of the SC must be members of the CSS council and are elected by the CSS Council.
Each year, at the end of the conference, the SC holds its general meeting in the presence of the acting PCC and the co-PCC (i.e. the full SC).
The full SC meeting :
- assesses the finishing conference and proposes improvements for the next one,
- proposes its Chairperson (SCC) for two years to the Executive Committee of the society, among its members. A SCC may not be proposed twice in a row,
- proposes to the Executive Committee of the society for the conference to be held two years later, the Program Committee Chairperson (PCC) who is also a vice-Chair of the next conference and also its location. It proposes to the Executive Committee of the society Organisation Committee Chairperson (OCC), who will also be a vice-Chair of the next conference.
- confirms or changes the present co-chair as the next PCC and chooses the list of the next Program Committee (PC), starting from the list proposed by the newly selected PCC, and choosing among this list the first tier members (FTM) to be in charge of specific topics.
The SCC organises the work of the SC and in particular is in charge of the organisation of the full SC meeting.

The Program Committee

Each conference will additionally be run by an annual Program Committee (PC). PC members must be recognized scientists in their field of expertise and, together, must cover all the present field of Complex Systems studies. The number of PC members cannot be less than 5% of the total number of expected contribution. This PC is validated at the general meeting of the full SC, after which this PC and PCC become the acting PC and PCC for the year to come. 
Some PC members called First Tier Members (FTM) are in charge of specific topics and of initial papers attribution to PC members. They will participate to the face-to-face PC meeting for final decision.
It is the duty of the PCC:
- to successfully invite the main speakers for single-track morning sessions,
- to pilot the reviewing process of submitted papers, short papers or posters by the PC which will lead to the choice of the accepted presentations or posters,
- to organise the schedule of the conference in interaction with the OCC,
It is the duty of the PC under the direction of the PCC to review of the submitted papers.
It is the duty of the FTM under the direction of the PCC
- to be physically present for a PC meeting to be held at the end of the reviewing process, for choosing the papers to accept,
- to capture the present spirit of the community by setting up multi-track afternoon transdisciplinary sessions based on accepted contributions.
The review process of the submitted contributed papers is a two-tiered process held as follows:
- papers are received by the PCC which distribute each one to one FTM based on topicality,
- papers are attributed by the FTM in charge to three PC members based on expertise,
- each PC member reviews the papers he/she is in charge of, either by him/herself or with the help of subreferees,
- each PC member harmonises the evaluation of the papers he/she is charge of and transmits his/her evaluations to the respective FTMs,
- each FTM harmonises the evaluation of the papers he/she is charge of and posts them on the PC-Web server at least one week before the PC meeting,
- during the harmonisation session, the accepted papers are choosen.
The review process of the short presentations and posters is mainly made on the basis of relevance to the conference. It is held as follows:
- abstracts are received by the PCC which distributes each one to one PC member on the basis on the adequation between the keywords of the abstract and the competence fields of the PC member,
- each PC member checks the relevance to the conference, and proposes for each relevant abstract to be accepted for a poster presentation or, if asked by the authors and in the case of particular interest for the conference, for a short presentation,
- each PC member posts his propositions on the PC-Web server at last one week before the PC meeting,
- the abstracts proposed to be accepted for poster presentations are automatically accepted, and the rejected ones are distributed to FTM (different from the PC member) who will take the final decision during the week preceding the harmonisation session,
- the PC chooses among the abstract proposed for short presentation those who will be in definitive included in the program, in function of the organisational constraints (numbers of free slots in the schedule, transdisciplinary sessions, etc.), the other being kept for poster sessions.

Organization Committee

All organisational conference matters will be taken in charge by an Organization Committee (OC) chosen by the OC chairperson. The OC is in charge of
- running the information systems and web services for the coming conference, and of instructing the PC members on how to use it,
- supervising the workflow of submitted papers,
- supervising the whole organization of the satellite workshops,
- making all local arrangements for conference rooms, poster rooms, meeting rooms, meals and breaks, and accomodation,
The OCC is responsible for establishing the whole budget of the conference and to find an agreement on the budget with the Executive Committee of the Society.

   

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