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

Mass email EDITOR instructions

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.

Note that a basic IEEE-CIS policy is that a maximum of 8 mass emails are allowed to publicize any conference, with one or perhaps two additional emails being allowed by the IEEE-CIS President for exceptional situations. Additional emails mostly arise where serious mistakes have been made in emails, or special issues arise requiring one more email.

General information about the IEEE-CIS ListServers can be found via the links on the Menu above. This web-page focusses specifically on EDITORs.

[Roles, Responsibilities, Access] for EDITORs

A number of roles for server administration are given in the "LISTERV documentation" (see the "Further information" section below), but it's worth noting :

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.

Approval of an email for sendout by the server

(this can also be done by OWNERs!)

One a SENDER has sent an email to an IEEE-CIS ListServer, it must be checked and approved by an EDITOR before allowing the ListServer to distribute the mass email to its email list.

As an EDITOR, you will receive email notification from IEEE-ListServ that an email was received from a legitimate SENDER.

Open the attached mass email to review the content and ensure that :

it is appropriate
[links, mailtos, images, etc] work properly
Double-check that the right list is being used : one of [FUZZ, CEC, CIBCB, SSCI, IJCNN, WCCI2020 (tester)]
Make sure the right mass email posting was sent! (sometimes the wrong version is sent)

Finally, click the "approval link" in the email from the IEEE-CIS ListServer to allow for its distribution.

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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Mass email EDITOR instructions

Table of Contents :

Introduction :

[Roles, Responsibilities, Access] for EDITORs

Approval of an email for sendout by the server

Many thanks to our Sponsors & Exhibitors