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.