ACM Conference on Digital Libraries:
IEEE Forum on Research and Technology Advances in Digital Libraries:
1. Purpose of the ACM/IEEE JCDL
The objective of the ACM/IEEE JCDL is to promote research and development
in the area of digital libraries.
conference attempts to meet the needs of a large and diverse constituency, which includes practitioners, researchers, educators, policy makers and users.
The focus of the conference is on providing a forum at which all the various
aspects of digital libraries are addressed, at which all the various concerned
communities are represented, and at which there is the opportunity for all of
the various participants and communities to learn from one another, and apply
that knowledge to an integrated program of research, development, construction
and utilization in digital libraries.
conference is managed by a Steering Committee, a Conference Committee and a
Program Committee. The functions of each committee are described in the
The ACM SIGIR, ACM SIGWEB and
are committed to hold this joint conference for
the coming three years: 2001, 2002, and 2003. However, based on the first two
years experience (2001 and 2002), the steering committee may decide not to
continue with the ACM/IEEE Joint Conference on Digital Libraries.
2. The Steering Committee
the long-term planning and success of this conference, a Steering Committee
plans for future conferences, evaluates how well each conference has achieved
the objectives stated above, and implements improvements to better meet these
More specifically the Steering Committee should
The Steering Committee has the final authority
on every aspect related to the organization and management of ACM/IEEE JCDL.
- provide a continuing committee to represent ACM SIGIR, ACM SIGWEB and IEEE CS DLTC
interests in the digital library research community,
- plan future ACM/IEEE JCDL meetings,
- obtain feedback about ACM/IEEE JCDL for
the purpose of improving the conference,
- select the General and Program Chairs of future ACM/IEEE JCDL meetings in
response to the submitted proposals (section 3),
- select the sites and dates for future ACM/IEEE JCDL meetings, in response to the submitted proposals (section 3),
- assist in the appointment of other positions in the
Composition of the Steering Committee.
The Steering Committee is composed of
total of seven members. Ex officio members
are one representative each from the ACM SIGIR, ACM SIGWEB and the IEEE DLTC.
Initially these three members elect four additional members from the research
community who are active researchers in the area.
The Executive Committee.
A Chair and a Secretary of the Steering Committee shall be elected from among the Steering
Committee members for two year terms to form the Executive Committee. The Chair
and Secretary election will take place alternatively every year. Their term of
membership in the Steering Committee will automatically be extended to cover
their period of membership in the Executive Committee. The same Chair or
Secretary can be elected for one additional term.
Steering Committee Members.
members of the Steering Committee are elected by simple majority vote by the
current Steering Committee members in a Steering Committee meeting held at each
year's JCDL. The committee membership is open to all participants of any
ACM/IEEE JCDL (or the earlier conferences ACM DL and IEEE ADL) who have
significant experience in the operation of international conferences (such as
serving as General and/or Program Chairs of past conferences). Any participant
interested to serve should indicate his/her interest to a member of the
Steering Committee. The term of office of each member is 3 years., except that
initial terms will be staggered to insure continuity on the committee. The
newly elected members of the Steering Committee take office on July 1 of the
year of the election.
Steering Committee Meetings.
Committee meeting must be held at each ACM/IEEE JCDL. If necessary, interim
meetings can be called by the Steering Committee Chair or by a simple majority
of the members and can also be held by electronic mail or by other means.
Committee members are expected to attend the Steering Committee meeting at each
ACM/IEEE JCDL. Members who miss two consecutive meetings at ACM/IEEE JCDL
without giving sufficient cause are considered withdrawn from the Committee, subject to review by the Steering Committee.
Steering Committee should hold an, at least partially open to the public, business meeting at each year's conference. Alternatively, efforts should be
made to solicit input on the conference from the community.
meetings of the Steering Committee, each member shall have one vote. General
proxy voting shall not be permitted, but on specific issues mail (e-mail)
voting shall be permitted if the Steering Committee Chair receives the mailed
vote before the meeting. Steering Committee members are to be informed
sufficiently in advance of any known motions to be voted on during a forthcoming
The chair has the deciding vote in cases of tied votes.
3. Constituting a Conference
Steering Committee obtains, through open and informal solicitations, proposals
for: conference locations, names of individuals who are suitable to serve as
General Chair(s), individuals who are suitable to serve as Program Chair(s), and other organizational issues. Individuals or institutions interested to
propose and organize a future ACM/IEEE JCDL should follow the steps listed
proposals for the conference should be sent to the Chair of the Steering
Committee significantly before the proposed conference date. The decision on
the conference will generally be made at least 24 months before the proposed
shall list facilities, venue, proposed management, budgets and financial
arrangements, a brief summary of the conference structure, a draft of a
preliminary call for papers, and any other information required by the Steering
Committee. In particular, the scheduling of any other potentially conflicting
digital library and related meetings within several months before or after the
proposed meeting date must be evaluated as part of the proposal. Further, written commitments of financial support from sponsoring institutions, if any, should be submitted in the proposal. In general, the ACM SIGIR/SIGWEB and IEEE
DLTC will sponsor the conference at equal basis -
50% DLTC and 50% shared between ACM SIGIR and ACM SIGWEB.
Sponsorship means assumption of financial risk and sharing of financial gain.
- Those wishing to host a future ACM/IEEE JCDL should make their intentions known
sufficiently in advance of the proposed date (e.g. 30 month) so that any
information required by the Steering Committee can be obtained in a timely
manner, and other activities can be integrated into a program of interest to
Steering Committee reviews proposals and may seek advise from anonymous
reviewers. If the evaluation is positive, the Steering Committee will
tentatively accept the proposal, and the proposer(s) will be asked to prepare a
detailed budget using the ACM and IEEE CS appropriate forms (TMRF) and submit
the form to the Steering Committee Chair at least 15 months before the proposed
conference date. After approval by the Steering Committee it will be passed to
the ACM SIGIR, ACM SIGWEB and IEEE DLTC. Final approval of the TMRF will be
made by the ACM and IEEE Computer Society.
- The JCDL is a conference which aims to appeal to the broad digital library
community. To that end, proposals (and subsequent program implementation)
should insure a broad range of contributions, from a broad representation of
the digital library community. Research papers will be the primary type of
contribution, but other types must also be included, for instance: tutorials;
workshops; panels; posters; demonstrations; reports on systems; invited talks;
vendor displays. All contributions apart from invited talks and vendor displays
must be subject to strict refereeing procedures.
4. Rules Governing the ACM/IEEE JCDL Chair Positions
General Chair(s) and Program Chair(s) of JCDL shall normally go to new
individuals each time. These individuals should be highly respected for
their work in digital libraries. It is especially important that these
persons are active in the field, have extensive practical experience, and/or have published frequently in relevant journals and conferences. In
addition, they should have significant experience in organizing
international conferences (e.g., as chairs or program chairs or as program
committee members of other conferences). Given the JCDL goal of support of
the broad digital library research and development effort, it is important
that the General and Program Chairs, as well as the members of the Program
Committee and the Organizing Committee, represent the various groups of
the digital library community as a whole. By this is meant explicitly
representation of the different disciplines and professions concerned with
names of the persons recommended as the General Chair(s) and Program
Chair(s) shall be part of the proposal (see Section 3). At least one of
the General Chairs shall be from the country hosting the conference.
The Steering Committee shall be free to
accept or reject any recommended names for General Chair or Program Chair
in order to best promote the conference.
conference chairs, e.g. Tutorial Chair(s), are chosen by the General
Chair(s) with the advice and consent of the Steering Committee. The
Program Chair(s) select(s) the program committee members with the guidance
of the General Chair(s).
5. General Chair(s) and the Organizing Committee
conference, the General Chair(s), the Program Chair(s), and explicitly
identified other chairs (for example, Tutorial Chair) form the Conference
Organizing Committee for that conference and are charged with the planning, running, and oversight of that conference to ensure that it meets the
objectives stated in Section 1.
Chair(s) are responsible for the overall running of the conference, and serve
as the Chair(s) of the Organizing Committee.
The Organizing Committee approves all major decisions concerning the conference.
The General Chair(s) are responsible for the finances of the conference and for
coordinating local arrangements. To these ends, the General Chair(s) will
appoint a Treasurer and a Local Arrangements Chair. The General Chair(s) may
also appoint a Publicity Chair, Publications Chair, Registration Chair and
other positions as necessary.
Chair(s) and the appointed Publicity Chair are responsible for the publicity of
the conference. All notices requesting papers, panels, tutorials and tool
demonstrations as well as the advance program announcement and registration
material shall be widely distributed in a timely manner. This should include
announcements in professional and research journals, the trade press, electronic bulletin boards, the World Wide Web, and mailings to individuals on
(electronic and postal) mailing lists of interested or participating organizations.
The goal is to allow full participation in all facets of the conference by the
world-wide digital library communities.
Chair(s) are responsible for obtaining all necessary approvals and financial
supports from conference sponsors. A budget document must be submitted for
approval to all Sponsoring Societies. Budget approval will be handled
concurrently by all Sponsoring Societies.
Chair(s) are responsible to solicit proposals on local facilities (such as
hotels and universities) that host the conference. Hotel contracts must be
ratified by ACM and the IEEE Computer Society, and the General Chair should not
sign a hotel contract without first consulting the Conference Departments of
the ACM and IEEE Computer Society.
should be made by the General and Program Committee chairs to get organizers of
future ACM/IEEE JCDL's involved in the organizing and program committees of the
6. Program Chair(s) and the Program Committee
Chair(s) are responsible for planning the technical program of the conference.
They should abstain from submitting papers to their conference. The general
chair should also abstain from submitting a paper.
Chair(s) will appoint individuals to serve in the program committee (with the
advice and consent of the General Chair(s)). The Program Committee should be
diversified in terms of expertise, geographical distribution, race, and gender.
Program Committee members shall be chosen on the basis of their technical
qualifications and experience. The Program Chair(s) should promote continuity
by keeping some committee members from the previous conferences (e.g., members
from past Organizing and Program Committees).
Program Committee Meetings.
expected that Program Committee members will attend the program committee
meeting at which acceptance/rejection decisions are made. In extraordinary
situations and at the discretion of the Program Committee and General Chairs, these meetings may be conducted via virtual meeting rooms (video conference) or
even telephone or electronic mail.
Call For Papers, etc.
Chair(s) will prepare the Call For Papers (together with the Publicity Chair), send out notification of acceptance and rejection of submitted papers, and send
out instructions to authors for submitting their final papers. The call for
papers as well as actions by the individuals on the Program Committee shall
encourage the submission of high quality papers that have not been previously
published or are currently submitted elsewhere, including reports on practical
experiences with evaluations of advanced technologies.
Reviews of Submitted Papers.
conference shall require full papers for review.
Committee shall be responsible for reviewing all submitted papers, for
submitting timely, informative reviews that provide authors with feedback about
their papers, and for attending program committee meetings. The Program
Chair(s) will determine the procedures for reviewing and accepting papers for
the program. They shall distribute the papers for review, and arrange
information so the papers can be discussed by knowledgeable reviewers during
the program committee meeting. Program committee members can seek expert advice
from external reviewers, but they shall be responsible for having reviewed the
papers themselves. Each paper shall be reviewed by at least three reviewers and
each paper shall be discussed at the program committee meeting. Direct
discussion provides other committee members familiar with the work an
opportunity to contribute useful information that might affect the outcome of
the review process. If consensus cannot be formed or there are additional
concerns raised about a paper, additional information or reviews should be
those papers that have received very poor reviews or very strong reviews can be
discussed briefly, but an open discussion of all papers is required. It is
important that the Program Committee consider all papers fairly.
If a committee
member (Program, Organizing, or Steering Committee) of the forthcoming ACM/IEEE
JCDL submits papers, care must be taken that his/her papers be reviewed at
least as stringently as other submitted papers. Committee members shall leave
the room during the discussion of their submitted papers or for any paper where
he/she might have a conflict of interest.
discussion about a paper shall remain in confidence. The names of reviewers are
not to be revealed to authors. Reviewers, however, shall be free to identify
themselves to an author if they so wish.
recognized that English may not be the native language of many of the authors
of contributed papers. It is still expected, however, that all papers will be
reasonably presented and written in acceptable English. It is strongly
recommended that authors whose native language is not English seek professional
help in polishing the writings in their papers.
7. The Bush Award
The Bush Best Paper Award is given for best paper presented at the
annual JCDL conference The award carries a cash prize, whose amount will be
determined by the conference committee, and which will be part of the
conference budget. Award winners will also receive a plaque or certificate to
commemorate the award. This will also be funded from the conference budget.
Description of the selection process
- An independent selection committee
chooses the recipient of the annual Bush Best Paper Award from the set of
accepted full papers.
- Selection criteria are the
scientific quality of the paper as well as its impact on the field of digital
The selection committee consists of experienced
people from the digital library community. Membership in the selection
committee is by invitation only. The committee is organized by the JCDL
Steering Committee. Usually, members include e.g. one of the program chairs of
the conference, past program chairs, past conference chairs, and other
experienced people (e.g. PC members).
The head of the selection committee is by default the program chair, but this
can be delegated (also for limited time, e.g. one conference only).
of the selection committee
cannot be named for an award granted by the committee (thus, being nominated
forces a member to resign from the committee for the current conference - or to
drop the paper from the considered list).
of the award winners is
done by majority of votes in the selection committee. If there is an equal
split, the head of the committee has the deciding vote.
a first step, the program
committee members of the conference nominate papers for the award.
this list, the selection
committee selects the winner at least four weeks before the conference. The
process of publicizing the winner is up to the conference committee but some part
of it has to be done during the conference.
- Award winners will be further
publicized by the participating organizations.
8. Intellectual Property
copyright holder will also provide to the other organization electronic rights
and the rights to produce derivative works.
Sponsoring Societies agree that copyright ownership will either alternate in
successive years or be decided as belonging to one of the Sponsoring Societies
named below. The copyright processing
responsibility falls to the copyright owner or, by agreement, to whichever of
the Sponsoring Societies takes the title of publisher of the proceedings.
(Herein after called the "Responsible Society.")
Conference Year 1: _________________________________________ Society
Conference Year 2: _________________________________________ Society
Conference Year 3: _________________________________________ Society
Conference Year 4: _________________________________________ Society
proceedings shall carry all Sponsoring Societies' names, logos and
addresses. The Responsible Society will
assign its ISBN as publisher and will include the copyright notice of the owner
in the front matter. The Responsible
Society shall carry out all duties normally associated with the publisher's
role in trade practice, including securing authors' copyright assignments, providing authors' kits and assistance, cover and front matter design.
The disposition of rights and permissions, and the maintenance of the authors'
copyright assignments, rests solely with the copyright holder.
The revenue from dispensation of rights and
permission shall be the sole property of the rights owner, while revenue from
sales of the Proceedings shall accrue to each distributing Sponsor, respectively.
does not apply to material owned by third parties.
Requests for reprint or re-use from third-party material will be
handled according to the existing reprint policies of the copyright holder.
Responsible Society and the copyright holder also agree that distribution and
reprinting allowances are made for the remaining Sponsoring Societies to enjoy
full and free use of conference-generated material published under the owner's
copyright, without fee, and without specific permission, but with the copyright
owner's citation and notice of permission.
to this charter of the Steering Committee of the ACM/IEEE JCDL require the
approval by two thirds of the Steering Committee members.
10. Start up rules
For start up purposes the following terms of office rules will be followed (The shorter
term of SIGWEB ensures a staggered appointment of the ACM representatives)
term of office shell start with the date the appointment and election process
will be finished. It will count as an appointment starting July 1, 2000.
|ACM SIGWEB||2||3|| 3|
11. Steering Committee Members
Nicholas J. Belkin - firstname.lastname@example.org (acting chair) July 1, 2000 - June 30, 2003
Richard Furuta - mailto:email@example.com July 1, 2000 - June 30, 2002
Nabil R. Adam - firstname.lastname@example.org July 1, 2000 - June 30, 2003
Erich J. Neuhold - email@example.com July 1, 2000 - June 30, 2003
Retired Steering Committee Members
Submitted April 26, 2000 by Erich J. Neuhold
converted to HTML by Michael Ley
July 10, 2000: Steering Committee Members (email by Erich J. Neuhold)
Copyright © JCDL Steering Committee, 2000
Last update Sun Sep 23 03:07:45 2012
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