Changing review assignments mid-review

During the review, you may have to assign/re-assign reviewers to submissions. This may be because they cannot complete their workload or because your deadlines are approaching and you need reviews completed quickly. In re-assigning reviewers, emails may be sent to the reviewer who has been removed and the reviewer who has been assigned. 

There are two options to make changes:

• Assigning recommended reviewers to empty reviewer slots 
• Manually matching a specific reviewer to a specific review

Assigning recommend reviewers to empty reviewer slots:

You can quickly assign recommend reviewers to one, multiple or all submissions that have empty reviewer slots. Recommended reviewers are those that:

• shares all topics in common with the submission AND

• who have not met or exceeded review limits.

  • Example: You limit all reviewers to receiving 5 reviews maximum. Reviewer with 5 reviews will not be assigned new ones.

To use this feature:

1. Go to the Reviews hub and ensure you are viewing the List of Submissions
2. Apply any filters, such as tracks or format, or search for the specific submission using the search bar
3. You can either:
   1. place a check in the box to the left of the submission(s) title you wish to impact
   2. place a check in the box at the top of the submissions list to impact all submissions in the list
4. Select the Actions menu
5. Select Assign Recommended Reviewers
6. Confirm your choice in the pop up
7. That's it! The system will let you know when the reviewers have been assigned

Manually matching reviewers:

Need to take a closer look or assign reviewers that aren't a perfect match? No problem! You can:

1. Go to the Reviews hub and ensure you are viewing the List of Submissions
2. Apply any filters, such as tracks or format, or search for the specific submission using the search bar
3. Select either:
   1. the no reviewer slot
   2. the reviewer's name you wish to change
      
      
4. Choose one of four action in the pop up window:
   1. Recommended Reviewers: Choose one of the recommended reviewers as determined by Ex Ordo's statistical analysis of the underlying submissions and available reviewers. They system may show you up to 3 names in the pop up window if there are perfect topic matches.
   2. Search by Name or Email: Browse or search the full list of available reviewers available to you.
   3. Invite a Reviewer: Invite an external reviewer that is not currently available in the list of reviewers. This is useful if you would like to invite a colleague who has not yet been invited to be a reviewer for this conference.
   4. No Reviewer: For whatever reason, you may decide to leave one of the review slots vacant. The submission will then receive one less review than the other submissions in your list. 
      
      
      
      
      
5. That's it! You can now make other changes, if needed.

Automated emails related to reviewer changes during the review:

Depending on the site sendings chosen by the conference organisers, changing review assignments mid-review may send two automated emails. One to a reviewer that has been Unassigned from the submission to let them know they have been removed as a reviewer and one automated email to a Newly assigned reviewer to let them know they have a new submission to review.