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
(b) Part 2 of the conference handbook
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(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.
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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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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
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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).
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(1) |
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.
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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. |
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The proposer is expected to become the
OC chair. |
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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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PC members are selected by PC Co-chairs.
More than half of the EC members should
be included in the PC.
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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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No one can play multiple roles among
PC/OC/Workshop/Tutorial chairs. |
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Proceedings is published from IOS Press. |
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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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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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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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To achieve both academic and financial
success, short paper sessions are required. |
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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.
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