Publicity Guide page	Responsibilities page	Publicity channels page	Planning page	Website tie-ins & tracking page
Mass emails : page	IEEE-CIS ListServers page	SENDER Instructions page	EDITOR Instructions page	OWNER Instructions page

Conference Guides for [IEEE-CIS, INNS] conferences : Although this guide was initially set up for IJCNN2019, and was used for IEEE WCCI 2020, hopefully some of the basic information may still help [organising committee members, authors] up to 2023-2025 (assuming a half-life of links and process information of 3-5 years?). The Authors' and Publications menus have been combined, allowing authors to see the Publications Chair perspective as well. I am no longer keeping this up to date. Bill Howell, 11Dec2020

IEEE-CIS ListServers to distribute mass emails

Introduction :

The IEEE Computational Intelligence Society (IEEE-CIS) [sole,co]-sponsors a large number of [conferences, symposia, workshops, etc] (referred to generically as "conferences" in the rest of the web-page).

Starting with WCCI2020, a number of IEEE ListServers have been set up so that recipients may [sub, unsub]-scribe to the conferences for which they will receive publicity mass emails. As of summer 2019, only the WCCI2020 ListServer is actually being used, but the lists will be available to other conferences for their future use if they decide to use them.

The information on this "Publicity" website (inclkuding mass emails) will likely be hosted on the IEEE-CIS website (11Jun2019 hopefully within a year?!).

IEEE-CIS Publicity ListServers

As of well before ?June?2019, the following ListServers have been set up for conference publicity :

PUBLICITY-IEEE-CEC	Congress on Evolutionary Computation
PUBLICITY-IEEE-CIBCB	Computational Intelligence for Bio-informatics and Computational Biology
PUBLICITY-FUZZ-IEEE	Fuzzy Systems
PUBLICITY-IJCNN	International Joint Conference on Neural Networks (IEEE and INNS)
PUBLICITY-IEEE-SSCI	Symposium Series on Computational Intelligence
PUBLICITY-WCCI	World Congress on Computational Intelligence (INNS co-sponsors IJCNN component)
wcci2020	for testing ONLY!

To see the IEEE-CIS Listservers you must be a [SENDER, EDITOR, OWNER]. [SENDER, EDITOR]s cannot see or manage the actual email lists, unless they are also designated as OWNERs. This provides a measure of [security, control] over the data and its use.

Setup and administration of the IEEE-CIS ListServers

This topic is covered in more detail by the "OWNER instructions" web-page (click the link in the Menu at the top of this web-page).

[Owner, Administrator]s create and maintain the mass email lists.

As of 25Oct2019, they were :

Owner= WCCI2020 Publicity Co-Chair for mass emails, Bill Howell
Owner= IEEE-CIS Vice-President of Conferences, Gary Fogel
Quiet= IEEE Paper review system manager, Tomasz Cholewo
(Quiet OWNERS do not receive notifications from the system, but can modify it)

As of 06Jan2020, they were :

Owner= WCCI2020 Publicity Co-Chair for mass emails, Bill Howell (to be removed after 31Jan2020 @ end of WCCI2020 mass email period)
Owner= IEEE-CIS Jo-Ellen Snyder. Technical Community Program Specialist
Quiet= IEEE-CIS Vice-President of Conferences, Marley Vellasco
Quiet= IEEE Paper review system manager, Tomasz Cholewo
(Quiet OWNERS do not receive notifications from the system, but can modify it)

It is up to the [Owners] of each list to check that the mass email list update has been done, although lists will generally come in to them from other people (not necessarily [Senders, Editors].

[Roles, Responsibilities, Access] for producing mass emails

A number of roles for server administration are given in the "LISTERV documentation" (see the "IEEE information about the IEEE ListServers" section below), and even though other email server platforms might be used by your conference, it is convenient to use the IEEE ListServer terminology below :

SENDERS
- understand and apply the mass email policies of [INNS, IEEE-CIS]
- compose an email, and they must check [content, links, mailtos, targeted IEEE-CIS ListServer]
- send it to the intended IEEE-CIS ListServer (eg PUBLICITY-IEEE-CEC@listserv.ieee.org
- check email responses for [inquiries, problems, comments] from the users
- it helps to set up an email filter for the responses (check for cc @listserv.ieee.org)
- must use one of their personal, business] email addresses that has been pre-approved for that ListServer! If not, their emails are simply rejected by the system. You cannot use your other email addresses.
- do not have access to the ListServer management, and cannot view the email lists.
EDITORs
- understand and apply the mass email policies of [INNS, IEEE-CIS]
- [review, approve] of an email for distribution by the ListServer
- they must check [content, links, mailtos, targeted IEEE-CIS ListServer]
- do not have access to the ListServer management, and cannot view the email lists.
- may send publicity mass emails to their ListServer(s) if they are approved as SENDERS
- Generally, but not necessarily, EDITORS will be at least one of the Publicity Co-Chairs, who draft and edit mass emails with input and checking by [General, Program, Publicity] Co-Chairs. Where the email content affects [Special Session, Workshop, Tutorials, Panels] Co-Chairs, they also participate on draft email revisions.
OWNERs
- understand and apply the mass email policies of [INNS, IEEE-CIS]
- have administrative rights for the servers.
- with the IEEE-CIS ListServers, only owners may [access, view, edit] the subscriber lists, which is far more secure than emailing lists to Publicity Chairs for each conference, plus updates to the lists are handled and passed on properly from year-to-year.
- can usually [review, approve] of an email for distribution by the ListServer, although they can opt not to
- add [SENDER, EDITOR] email addresses that assume those responsibilities
- modify the configuration of the ListServer
- Presumably the owners will be multi-year designates from the IEEE-CIS executive? Tomasz Cholewo would also be a "quiet owner" (quiet because he would not have to receive all messages ffrom the IEEE-CIS ListServers), meaning that lists could be updated directly from his conference paper system.

The initial mass email lists plus regular updates come from IEEE-CIS author lists for each of the conferences. Occasionally, publicly available emails or lists from related conferences are also obtained. However, the IEEE-CIS ListServers, allow end-user control of their subscriptions, including new users who learn of the lists.

As of 11Jun2019, the INNS - IEEE-CIS mass email policies.odt need modest updates for the IEEE-CIS ListServer arrangement.

This information web-page will likely be hosted on the IEEE-CIS website (11Jun2019 hopefully within a year?!).

IEEE information about the IEEE ListServers

IEEE provides a wealth of [information, instructions] about the List Servers.

IEEE ListServ - all publicly viewable lists (the IEEE-CIS publicity lists were made non-publicly viewable by the IEEE or by my mistake).
About ListServ (L-Soft.com website)
IEEE ListServer FAQs
IEEE ListServer website
IEEE ListServer pwd setup
IEEE ListServer manual
IEEE ListServer logon
LISTERV documentation (L-Soft.com website)

Directory of available files for this webpage

Many thanks to our Sponsors & Exhibitors

Ongoing support : [IEEE, IEEE-CIS] for [CEC, FUZZ, IJCNN]; INNS for IJCNN; [IET, EPS] for CEC

2020 IEEE World Congress on Computational Intelligence, Glasgow, Scotland.....19-24 July 2020

2019 International Joint Conference on Neural Networks, Budapest, HUNGARY.....14-19 July 2019

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