2019Q3 Minutes (public version)
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ACL exec meeting
July 28, Florence, Italy
Participants
- ACL Exec:
- Ming Zhou, President (Meeting Chair)
- Marti Hearst, Past President
- Hinrich Schuetze, Vice President
- Rada Mihalcea, VP-elect
- David Yarowsky, Treasurer
- Shiqi Zhao, Secretary
- Barbara Di Eugenio, Member at-large, Conference Officer
- Nitin Madnani, Member at-large, Information Director
- Jennifer Foster, Member at-large, SIG/BIG Chair
- Hwee Tou Ng, CL Editor
- Sharon Goldwater, EACL Chair
- Julia Hockenmaier, NAACL Chair
- Haifeng Wang, AACL Chair
- Office Manager:
- Priscilla Rasmussen
- PCC Co-chair:
- Emily Bender
- Anthology Director:
- Matt Post
- TACL co-editors-in-chief:
- Lillian Lee
- Ani Nenkova
- ACL2019 conference chairs:
- Lluis Marquez, General Chair
- David Traum, PC Co-chair
- Anna Korhonen, PC Co-chair
- Alessandro Lenci: Local Chair
- Bernardo Magnini: Local Chair
- Simonetta Montemagni: Local Chair
- Other
- Graham Neubig
IT and Anthology
- Nitin will draft an official conference website policy for feedback from ACL exec.
- Nitin needs the help of an ACL exec member familiar with the ACL fellows program (or perhaps someone from the previous ACL fellows nominating committee) to run an end-to-end test on the service that I am evaluating for this purpose. The new system for fellows nomination will be in place by the end of 2019.
- Matt suggests having a consistent naming convention for ACL conference proceedings. Matt will put together a proposal in a Google doc and ask for feedback from the exec.
Conference organization and paper reviewing
- Hinrich:
- Constitute Committee on Reviewing, and hold first meeting of committee in Florence.
- Identify COI task force head. Start working with COI task force head and with future conference chairs to improve COI handling (ideally for ACL 2020)
- Graham’s report: File:ACL Reviewing Survey Summary.pdf
- Sharon: If we try out a very new system like OpenReview in a limited test case (e.g. workshops), that we take a survey before and after the process to see how experience with the process changed people's opinions.
PCC
- Extend the appointment of PCC co-chairs through 2022.
- Need a solution to store the PCC incident reports.
- Need a policy for how to respond to publicly aired accusations against members in ACL’s leadership, including the leadership of SIGs.
- Require legal advice on: (1) how the proposed non-expiring COI relates to the GDPR, and (2) whether to maintain the cases that the complainant wishes to take no further action.
- The PCC suggested that the ACL develop an academic misconduct policy, parallel to the anti-harassment policy.
Test-of-Time awards
- Two remaining questions that need to be further discussed (Barbara will follow up):
- Who should serve on the ToT nominating committee and what should be the nomination procedure for papers?
- How many papers should be awarded every year? Should journal and conference papers be awarded separate awards?
EACL chapter
- David will follow up the problem of ACL2016 surplus transfer.
Conferences
- Will cancel the recruitment lunch in the future conferences.
- Two motions on tutorial payment were voted on and passed:
- Motion-1: Tutorial compensation for *ACL conferences henceforth will be up to three free conference registrations for those presenting the tutorials.
- Motion-2: For EMNLP 2019, the maximum compensation for each tutorial is capped at $5000 US dollars. The formula for EMNLP 2019 tutorial payments otherwise remains unchanged, up to this per-tutorial maximum.
- Barbara will revise the wiki page.
CL Journal
- CL has conducted an ACL membership survey
- Implementations following the survey:
- Set up a pool of standing reviewers
- Editorial board members become action editors and recommend acceptance of submissions (like area chairs in a conference)
- Motion: Submissions to CL will be divided to two categories: (1) Extended version of past conference paper(s): single-blind reviewing, no conference presentation; (2) New material not previously published: double-blind reviewing, given oral or poster presentation at *ACL/EMNLP conferences (the motion was passed)
- In order to implement two categories of submissions and add double-blind reviewing, CL journal will require professional help to modify its OJS paper submission system and paid support for ongoing maintenance and upgrade of OJS. The request from CL editor-in-chief for professional paid support to carry out these tasks is approved by the Exec.
TACL Journal
- The proposal from the TACL editors-in-chief for professional paid support of the submission system is approved by the Exec.
- Will work out plans for coordination between TACL and CL, once CL offers authors the option to present to conferences, to ensure a single, streamlined interaction with program chairs.
Notifying authors that sharing submissions between conferences and journals can happen in certain cases
- The Exec will discuss via email
Legal advice on GDPR
- Jennifer contacted a legal firm, which suggested a list of projects, as well as the quote for legal advice on the GDPR compliance.
- The exec agreed to go ahead with the projects suggested by the lawyer, and Jennifer will follow up.