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Program Unit Chairs and Steering Committee Members Guide

Contents

Introduction

Welcome to the AAR’s Annual Meeting proposal submission site known as INSPIRE. This document aims to give you an overview of the process of reviewing proposals through the INSPIRE System.

The INSPIRE site can be found at https://aar-conference.imis-inspire.com/a. If you find that you still have questions or need support, email us at support@aarweb.org, and we will do everything we can to help you.

Please read through Instructions for Program Unit Steering Committee Members for answers to any of your questions before reaching out to annualmeeting@aarweb.org.

Deadlines

Proposal review will begin Tuesday, March 9th. Steering Committee members should complete their review of all proposals by Wednesday, March 31st, 2021 at 5:00 PM EDT. On April 1, we will turn off the anonymity and turn on the ability for Program Unit Chairs to accept and reject proposals.

To begin judging, go to https://aar-conference.imis-inspire.com/a/.

Logging In

To access your Unit’s proposals you will need to log in.

Click Use AAR Login. DO NOT enter your login information on this page as it is used for those who do not have an AAR membership.

Your Program Unit privileges as chairs and steering committee members are attached to your accounts. If you have forgotten your login information, please click Forgot username  or Forgot password? and input your information associated with your account. Do not create a new account, as you will not be able to review proposals with another account.

Viewing Your Judging Assignments

Once you are logged in, hover over My Account and click on My Judging Assignments. This will take you to a list of the proposals submitted to your Unit(s).

You will be able to view/review all proposals or by categories by clicking Open next to the respective option.

Once you have selected how you would like to view your proposals, you will be taken to a page with those proposals. (If you do not see your Unit(s) or their proposals appear, please contact support@aarweb.org).

Note that you see each proposal in the grid on the left. The blue text includes the title of the Proposal, the type (category) of the proposal (paper proposal, papers session proposal, roundtable proposal), and the application number.

Below the blue print you will see the Primary Program Unit Unit, and below that you see the Secondary Program Unit. Both Units will be able to review proposals simultaneously.

The yellow View Application button will open the proposal for you to review. Once it has been reviewed, you will see your score appear beneath the yellow button.

Helpful Hint! Before you begin reviewing your proposals, use the filter/sort sidebar. You can sort proposals by Program Units, first choice and second choice, and by scored and unscored on the right sidebar.

1)     Sort by Program Units: Click on the blue triangle in the Program Unit – First Choice  section and select the Program Unit you are wanting to review. You will need to select COSPONSORED SESSSIONS listings that involve your Unit in addition or apart from your singular Unit listing to see all of the Unit’s proposals. Do the same for the Program Unit – Second Choice section.

2)     Sort by Program Unit being First Choice or Second Choice: You can sort proposals by whether your Program Unit is the proposer’s first or second choice for Program Unit. Under the respective first/second choice section, select the Unit and/or the COSPONSORED SESSION listing that includes your Unit that you would like to review.

3)     If you would like to see what proposals that are left unscored, you can select the checkbox labeled Unscored.

Rating and Commenting on Proposals

After you have selected the proposal you would like to review, you will be taken to a page that has all of the proposal’s information in the left column, including proposal type, title, Program Unit(s), description, and abstract. On the right column, you can recuse yourself from judging the submission, fill out the evaluation, and view and submit your comments. One each side, you are able to scroll down to see all of the proposal information.

Recusing Yourself

If you need to recuse yourself from a proposal because of a conflict of interest, select the proposal in the My Judging Assignments list. On the right side of the proposal, you will see the title and the option, Recuse Myself from Judging this Submission. Click on that link and INSPIRE will ask you for a reason. Enter the reason and click Confirm. Otherwise, you can click Cancel and the Evaluation Form will revert to the evaluation.

The Evaluation Form

The Evaluation Form is where you rate the proposal on a 5-point scale (Poor, Fair, Good, Very Good, and Excellent). Use the dropdown box to select your ranking of the overall proposal. Make sure to click Save and Go to Next or your rating will not be saved. This will take you to the next proposal in the list.

Judge Comments

The third section on the right column is where you can share your comments with your fellow Steering Committee members and they can share theirs. Make sure to click Post to share. Click the Refresh button to the right of the Post button if you would like to see new comments.

Papers Sessions Proposals

When rating the Papers Sessions Proposals, make sure to scroll to the bottom of the left panel and click Next to see the papers in the session. Please note that you can only rate the overall proposal. If a Unit would like to rate the papers individually, this can be done in the Judge Comments Section.

Here is the much-anticipated spreadsheet you may or may have not been looking forward to! Please find an Excel spreadsheet attached with average judge scores for each proposal your Unit received. You will also see the first choice and second choice Program Units listed for each proposal to help you in your review process. Note: If you have proposals belonging to cosponsorships, you will receive separate emails for each with their own spreadsheets.

 

Assessing Steering Committee Evaluations

We will e-mail you an Excel spreadsheet with average judge scores for each proposal your Unit received. It will also show the first choice and second choice Program Units listed for each proposal to help you in your review process. Note: If you have proposals belonging to cosponsorships, you will receive separate emails for each with their own spreadsheets.

Seeing Individual Committee Members’ Scores

To see your individual committee members’ scores, go to your Judge Team Manager Panel under My Account or using the left sidebar, and then click on the Manage Judges link beside the appropriate Unit.

Then click the Export Scores button.

You’ll get this popup.

Click Show Score Summaries Only, and then click Download to CSV or Download to XLS

Exporting the Score Summaries will generate an Excel file that looks like this, where you can see the score each committee member gave the proposals.

Why am I seeing Proposals that do not belong to my Unit?

This is because you have at least one member who serves in another leadership role for another Unit. Delete all proposals except the ones that belong to your Unit. You can use the attached Excel sheet to reference all of the proposals that belong to your Unit.

Accepting or Rejecting Proposals

Go to your Judge Team Manager Panel by using the left sidebar or by hovering over My Account and selecting the correct option.

Click on Scores/Results.

To Accept

Use the checkboxes to the left of the proposal names to select the proposal(s) you would like to accept.

Then select Set Winner Status from the buttons above the table. Choose the applicable choice from the options.

NOTE: If you are listed as a first choice Unit and you do not want the proposal, please reject it as a First Choice Unit so that the next Unit can make their choice. If you are listed as the second choice for a proposal, make sure the proposal has been rejected by the First Choice Unit before accepting it as a Second Choice Unit.

Then click Set.

To Reject

Use the checkboxes to the left of the proposal names to select the proposal(s) you would like to reject.

Select Set Winner Status from the buttons above the table. Choose the applicable choice from the options. Then click Set.

Once you have accepted and/or rejected proposals, you will be able to see this on the Scores/Results page.

Changing the Winner Status if You Already Set One

Select the proposal you would like to change by clicking the checkbox beside it and selecting Clear Winner Status. Then click OK confirming that this is what you would like to do. You can now go in and accept or reject the proposal.

For Paper Proposals, accept and reject the same as for Papers Sessions Proposals and Roundtable Proposals. Further information for session building will be added soon!

Monday, April 12 is the deadline for Accepting and Rejecting proposals. We will run a quick report and resolve any proposals that are doubly accepted. Emails announcing the accepted and rejected proposals will go out after that.

 

How Do We Accept Proposals for Co-sponsorships?

There are three different scenarios here:

  1. The co-sponsorship already exists in INSPIRE and the submission listed the co-sponsored session as a first or second choice unit. In this case, just accept the proposal accordingly.
  2. The co-sponsorship already exists in INSPIRE but the submission did not list the co-sponsored session as a first or second choice unit, but instead listed one or both units as first or second choices. In this case, please contact us at annualmeeting@aarweb.org and we will move the proposal as necessary.
  3. The co-sponsorship does not exist in INSPIRE, but we want to create one. In this case, please contact us at annualmeeting@aarweb.org and we will create the co-sponsorship and move any proposals you need into it.

 

How Many Sessions and of What Length Does My Program Unit Have This Year?

Session Allocations (add one two-hour session for a cosponsorship)

  • Tier 1 – Two 90-minute sessions (may be scheduled back-to-back upon request)
  • Tier 2 – two 2-hour sessions
  • Tier 3 – one 2-hour session and three 90-minute sessions
  • Tier 4 – two 2-hour sessions and three 90-minute sessions
  • Tier 5 – three 2-hour sessions and three 90-minute sessions

Your Tier and session allocations can be found on your Program Unit page, which is linked from Program Units menu in the navigation bar. It contains your 2021 Call for Proposals, Mission Statement, your chairs and steering committee members, and your tiers and session allotments (they do not include the extra 2-hour session for a cosponsorship – just the regular allotment).