This
conference handbook is composed of two parts: Part 1
for the guidelines for the call for proposals to
host ICCE and Part 2 for guidelines on how to run
ICCE.
Part 1: Guidelines for the call for proposals to
host ICCE
1. Philosophy
The
objectives of APSCE: Asia-Pacific Society for
Computers in Education include to promote the
conduct and dissemination of research employing the
use of computing technologies in education within
the Asia-Pacific region and internationally. The
International Conference on Computers in Education:
ICCE is one of the key activities of APSCE to
achieve the goal by encouraging and supporting the
academic activities of younger as well as more
experienced researchers in member countries. APSCE
aims at promoting ICCE as one of the most
prestigious and the highest quality conferences in
technology-supported education/learning/training.
The technical program of ICCE will include paper
sessions, panels, posters, tutorials, workshops,
invited speeches, doctoral consortium and possibly
other special events. The Conference is organized
under the auspices of the APSCE.
2. Prerequisites
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(1) |
Basic |
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It is required
that the proposers understand and comply
with: |
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(a) The basic
scheme of the ICCE conference specified in
Clause 12 of APSCE constitution attached
below, and |
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(b) Part 2
of the conference handbook |
|
(2) |
Who can propose |
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Proposers are
required to be an EC member or a member of
APSCE who works in a field related to
computers in education and have attended at
least two times out of the most recent three
ICCE conferences. In the case where the
proposer is not an EC member, the proposal
has to be written with a close collaboration
with at least one EC member elected from the
host country and the EC member(s) has to
closely work with the proposers until the
end of the conference. |
3. Proposal
The
proposal should contain the following information:
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Proposed
organizer(s): name, affiliation, phone
number, URL of his/her home page and e-mail
address |
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CV of the
organizer(s): Both academic career and
experience in international conference
organization are key factors in the
evaluation. |
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EC members
involved in the proposal writing: name and
email address |
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Organizing
committee members |
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|
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The above
mentioned EC member has to be included: |
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A support letter
from his/her institution or an academic
organization |
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Proposed
location: geographic site and proposed
conference facilities |
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Proposed date:
when would the conference be held |
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Financial plan
including registration fee |
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Advantages of
the proposed location: a short paragraph |
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Advantages of
the proposed organizers: a short paragraph |
4. Evaluation process
All
proposals will be sent to the APSCE Conference
subcommittee which will then evaluate them (perhaps
interacting with proposal authors for further
information). The evaluation result is sent to EC
with the proposals, and EC will finalize the winner.
The detailed guidelines are provided below so as to
give prospective conference organizers an idea of
what will be required to put on a successful ICCE
conference. Whenever possible, some of the accepted
plans of previous ICCE's proposals will be available
as a reference. When necessary, the deadline of
proposal may be extended to get additional
proposals.
The
deadlines for the submission of proposals to host
ICCE200X are as follows:
Submission Deadline: 15 April, 200X-1
Decision notification: 15 May, 200X-1
Sent to:
apcec@ei.sanken.osaka-u.ac.jp
5. Proposal Guidelines
As
the ICCE Conferences are aimed at the fruitful
exchange of ideas and research results, the host
site should preferably be actively engaged in
Computers in Education research. Informality has
priority over comfort and low financial thresholds
are preferred to elaborate organization. Realistic
budgeting, which may include sponsoring and funding
from external sources, should have a break-even
point of about 300 attendees, as past experience
indicates, but plan facilities to handle up to 500
attendees.
Concerning the conference organization, the proposal
to host ICCE 200X should include, but not be limited
to the following information.
5.1 Factual and proposed data
5.1.1. The dates for the 200X conference have not
been determined, but the months between October and
December should be considered. Allow three days for
conference presentations plus one day for
tutorials/workshops. Specify which days/weeks/months
are acceptable, preferable or not available. Try not
to clash with other major education or educational
technology conferences.
5.1.2. Location. The location of the conference
should be selected for convenience, costs and local
support. Needed is information on:
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Appropriate working space: lecture halls: (1
large auditorium (300+) for opening, invited
talks, etc. and 6 or 7 smaller rooms for
parallel sessions(100)), spaces for
registration, demos and poster sessions,
presenter preparation, Internet access (email),
secretarial/administrative services.
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Food accommodations, in particular for
coffee/tea, refreshments and lunch breaks.
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Lodging facilities with a range of (special)
prices and distance to the venue. Not only
hotels but also student accommodation may be
relevant.
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Presentation facilities, equipment and Internet
connectivity.
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Secondary features like recreation, social and
cultural events.
5.1.3. Transportation
International and national connections; local
transport to venue.
5.1.4. Supporting institutes. ICCE 200X should be
hosted and supported by an institute
(university/department, research establishment,
company, national association) rather than by
private persons. We draw attention to Clause 12 of
the APSCE constitution on financial and other
matters related to the holding of the conference.
5.1.5. Organizing committee (OC): A (provisional)
organizing committee responsible for local matters
should be proposed, consisting of at least two names
and functions/roles. More members can be appointed
later.
5.1.6. Communication facilities: specify e-mail,
fax. etc. facilities for attendees and a courier
service station(if possible).
5.2 Motivation
Specify interests or motives for organizing ICCE
200X (enjoyment – very important - but advancing
local interest, reputation etc. are also all
honourable motives).
5.3 Planning
A
global plan of activities should be drafted spanning
one and a half years before the Conference date.
This initial plan should contain not more than what
can be put on half a page. The plan should be fully
fleshed out after acceptance of the final proposal
by the EC in cooperation with the Conference Chair
and the PC Co- Chairs.
5.4 Sponsorships
Sponsorships from private and public institutes
should be specified or estimated. It will help your
proposal if you can mention specific potential
sponsors.
5.5 Budget
A
preliminary budget, that is balanced by the revenues
of the realistic expected number of attendees and
very likely sponsors, should accompany the proposal.
Costs should include invitations of keynote and
invited speakers (at least four of them, covering
their airfares and accommodation expenses.),
conference Website construction and maintenance,
printing of Proceedings, producing CD-ROM version of
Proceedings, conference facilities, extra labour
(administrative support), mailings, posters, etc.
Except for the PC Co-Chairs, APSCE President, and
the foreign invited speakers (travel and lodging
expenses) as well as Administrative
Secretary(registration fee), no costs are to be
waived for members of committees. Many mailings can
be performed electronically. If you are interested,
we can provide information on the way the budget can
be drafted and will advise you from past experience.
At
this point in time(April, 2004), APSCE has no
substantial amount of funds which can be used to
assist in the running of the ICCE conference[*]The
hosting institute is solely responsible for the
budget and all financial arrangements of the
conference, including any possible financial losses.
5.6 Mailing lists
The
hosting institute may in the process of organizing
and running the conference build up a mailing list
for publicity of Call for Papers, and Call for
Participation, as well as a mailing list of
attendees of their conference. Such mailing lists
shall be made available to APSCE for the purpose of
promoting APSCE publicity as well as for organizers
of future ICCEs (including the successful proposer
of ICCE 200X).
(1)
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The conference
chair is APSCE President. In any committee,
whenever the committee members cannot come to an
agreement, the conference chair shall make the
final decision. |
(2)
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EC is properly informed of the organizational
decisions such as OC and PC formation when they
are available by the Conference chair. |
|
(3) |
The proposer is expected to become the OC chair. |
(4) |
The Conference
subcommittee together with the President and
President-elect will decide on the Program
Co-Chairs of ICCE. Three Program Co-Chairs will
be appointed: one from the Asia-Pacific region,
one from the hosting country, and one from a
Western country. |
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(5) |
PC members are
selected by PC Co-chairs. More than half of the
EC members should be included in the PC.
|
(6) |
OC Chair is
invited to EC mailing list as an observer to
have fluent communication with EC when
necessary, especially on the topics related to
conference matters. |
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(7) |
No one can play multiple roles among
PC/OC/Workshop/Tutorial chairs. |
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(8) |
Proceedings is published from IOS Press. |
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(9) |
The conference is composed of the main
conference, workshops, tutorials and doctoral
consortium each of which has its own chairs. The
conference chair supervises all the events. The
main conference is composed of technical paper
sessions(Full papers & short papers), poster
sessions, keynote/invited talks and panels.
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(10) |
OC is required to prepare
budget for inviting four foreign keynote/invited
speakers in addition to a domestic one. Those
speakers are selected considering
topic/geographical/gender balance. They have to
include one from the hosting country, one from
APSCE region one from North America and one from
Europe. The fourth foreign speaker could come
from any of the three geographical regions other
than the hosting country. The topics areas
covered by the keynote/invited talks should
cover a broad spectrum. |
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(11) |
Acceptance ratio of
full papers has to be less than 1/3．
The acceptance ratio of full papers should
adhere to the general guideline of less than
1/3. In the event that the Program Co-Chairs
wish to go beyond 1/3, they should consult with
and obtain the approval of the Conference
Subcommittee and President (as Conference
Chair). If there is no consensus within the
group comprising the Conference Subcommittee and
the President, then each member is entitled to
cast one vote to decide on the outcome. In the
event that a tie results, then the President, as
Conference Chair, will have his/her votes
increased by one to break the tie. |
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(12) |
To achieve both academic and financial success,
short paper sessions are required. |
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(13) |
APSCE corporate
affiliates shall be entitled to some form of
benefits that allow them to promote their
business at ICCE conferences. For example, the
benefits may take the form of free or discounted
booth/exhibition space and discounted or waived
registration fee. |