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Program Unit Chairs Session Builder Guide

Content

Introduction

Welcome to the AAR’s Annual Meeting proposal submission and session builder site known as INSPIRE. This document aims to give you an overview of the process of the Session Builder.

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

Creating New Rountable Sessions and Papers Sessions from Previously Accepted Paper Proposals Using the Session Builder should be done by Friday, April 23rd.

Adding or Editting Necessary Information to Previously Accepted Roundtable Sessions Using the Session Builder should be done by Monday, April 26th

Adding or Editting Necassary Information to Previously Accepted Papers Sessions Using the Session Builder deadline COMING SOON.

 

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.

 

How to Create a New Roundtable Session and Papers Session from Previously Accepted Paper Proposals Using the Session Builder

NOTE: You are NOT able to create Papers Sessions that will include Papers that have not been accepted through INSPIRE.

To Begin Session Building

Login to INSPIRE using your AAR account. Do not create a new account if you are not able to use your AAR account as the new account will not have the permissions you need to use the Session builder.

Click on the tab Session Builder.

 

Details Tab

You will be brought to a page where you can create a new session from scratch.

Select the Program Unit you are creating this session for, the Session Title and the Session Abstract.  These will be published in the Online Program book and app.

Note, the 1200 character limit for the Session Abstract.

Program Unit Options

You will need to provide the Estimated Attendance, Room Style and Session Length. Once you select your session length, you will be able to indicate your first and second scheduling preference.

Additionally, you can use the dropdown fields to select Units you would like to avoid conflicts with. You are also able to provide any additional Scheduling Comments and add Tags.

 

Session Participants

Click Add Presider.

A new section will appear where you will add the participant. PLEASE use the search box to populate the participant’s information from the AAR membership database. If you cannot find the participant, then you can enter the information manually.

Then click Add.

 

If your session is a Papers Session, you can ignore the Roundtable questions.

If your session is a Roundtable Session, click the checkbox indicating this. A new section for will appear where you can add Panelists’ information.  Add Panelists the same way you did for Presiders.

You can also add a respondent the same way you did for the Presider.

If your session contains your Business Meeting, check the checkbox indicating, “Yes this is the business meeting for my program unit.”

 

Click Add Business Meeting Presider.

Fill out the fields and click Add.

To add another Business Meeting Presider, click Add another Business Meeting Presider.

Fill out the fields and click Add. You can remove people by clicking Remove.

The next section will allow you to let us know what Audiovisual Requirements, Religious Observance, Accessibility Requirements and Comments about any information or special requests for the AAR Office.

Make sure to click Save and Set Agenda.

You will see two new tabs appear next to the Details tab for the session.

 

Agenda Tab

NOTE: If you are building a Roundtable Session, skip to the Session Chairs tab by click on it. DO NOT add anything to the Agenda tab.

If you are building a Papers Session, you will need to input the Application IDs of the Papers you wish to add to the session in the Application Code field.

1)     You can refer to the Excel Proposal sheet Robert or Sarah sent for your Unit on April 6 (this is the easiest).

OR

2)      Go to My Judging Assignments and click Open next to Paper Proposals. This will give you the proposals and their Application IDs.

Once you enter in the Application Code, the Proposal will appear. Within the Proposal’s row, you can view the proposal by clicking View, Assign to Session or Flag.

You can continue adding additional Paper Proposals to the session repeating the last process of inputting the Application Code, etc.

You can click Remove next to the proposal you wish to remove. The Paper will appear in a section below. Above the Paper’s listing, you will need to click Cancel to fully remove the Paper.

Use the  next to each Paper to reorder the Papers according to how you want them to be presented.

When you are finished adding your Papers, click Finalize my Session.

A popup will let you know you cannot edit your session at this point. Click Okay.

Finally, click the Session Chairs tab.

You will already be listed and the Primary Chair for the session. Make sure to add all chairs that are involved in the Unit(s) involved.on.

Make sure to add all Program Unit Chairs of the Units involved in the session by clicking the button Add Session Chair and filling out the information.

Other Chairs will appear as Collaborators. All Chair assigned can edit the proposal. The difference is in how you access editting. See Editting Previously Accepted Roundtables section or Editting Previously Accepted Papers Sessions section.

Voila! You have built your session. To check to see if your work has been saved and finalized, click My Sessions on the left sidebar. You will see a list of sessions you created and the second from the right column will say Finalized if you have completed your session information.

 

How to Add to and Edit Necessary Information in Previously Accepted Roundtable Session

To Begin Session Building

Login to INSPIRE using your AAR account. Do not create a new account if you are not able to use your AAR account as the new account will not have the permissions you need to use the Session builder.

In the top menu, hover over MY ACCOUNT and select MY SESSIONS in the dropdown menu.

You’ll be taken to the My Sessions page, which lists all of the sessions for which you are listed as a Session Chair (either Primary or as a Collaborator).

NOTE: in bringing over these Roundtable Sessions, I had to select who the Primary Chair would be for each one. I picked mostly at random, but you will see either yourself or one of your colleagues listed as the Primary Contact in the table.

If you are the Primary Session Chair, you will see a link in the Action column to Edit Details. If you are a Collaborating Session Chair, you will see a link to View Details.

If you are the primary chair and you click on the Edit Details link, you can edit in the session in the same way you build sessions in the Session Builder.

If you are the collaborating chair and you click on View Details, you will get a yellow bar at the top of the screen that says “The Information below is read only. Click Here to Make Edits.” If you click on the Click Here to Make Edits link, you will be given permission to edit the session.

DETAILS TAB

Program Unit Options

You will need to provide the Estimated Attendance, Room Style and Session Length. Once you select your session length, you will be able to indicate your first and second scheduling preference.

Additionally, you can use the dropdown fields to select Units you would like to avoid conflicts with. You are also able to provide any additional Scheduling Comments and add Tags.

Session Participants

Session participants are already attached to the proposal, but if you need to add others, you can add presiders, panelists, and respondents. PLEASE use the search box to populate the participant’s information from the AAR membership database. If you cannot find the participant, then you can enter the information manually.

Then click Add.

If your session contains your Business Meeting, check the checkbox indicating, “Yes this is the business meeting for my program unit.”

Click Add Business Meeting Presider.

Fill out the fields and click Add.

To add another Business Meeting Presider, click Add another Business Meeting Presider.

Fill out the fields and click Add. You can remove people by clicking Remove.

The next section will allow you to let us know what Audiovisual Requirements, Religious Observance, Accessibility Requirements and Comments about any information or special requests for the AAR Office.

Make sure to click Save.

Agenda and Session Chairs Tabs

To finalize your session, go to the Agenda Tab, but DO NOT fill anything in. Just click Finalize my session.

Ignore the SESSION CHAIRS TAB. YOU DON’T NEED TO ADD ANY INFORMATION THERE.

Voila! You have completed your session. To check to see if your work has been saved and finalized, click My Sessions on the left sidebar. You will see a list of sessions and the second from the right column will say Finalized if you have completed your session information.

 

My Sessions Section

Make sure you are logged in. You can get to My Sessions, by hovering over the My Account tab and selecting My Sessions or the left sidebar.

You’ll be taken to the My Sessions page, which lists all of the sessions for which you are listed as a Session Chair (either Primary or as a Collaborator).

NOTE: in bringing over these Roundtable Sessions, I had to select who the Primary Chair would be for each one. I picked mostly at random, but you will see either yourself or one of your colleagues listed as the Primary Contact in the table.

This section allows you to see the sessions that are editable in the Session Builder. Note: At this point all sessions should be visible under My Sessions EXCEPT previously accepted Paper Sessions.

If you are the Primary Session Chair, you will see a link in the Action column to Edit Details. If you are a Collaborating Session Chair, you will see a link to View Details.

If you are the primary chair and you click on the Edit Details link, you can edit in the session in the same way you build sessions in the Session Builder.

If you are the collaborating chair and you click on View Details, you will get a yellow bar at the top of the screen that says “The Information below is read only. Click Here to Make Edits.” If you click on the Click Here to Make Edits link, you will be given permission to edit the session.

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

Session Allocations (add one two-hour session for 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).