Policies for organisers

Definitions

For the purposes of this policy, "Organiser" refers to the conference chair(s), program committee chair(s), or any individual or entity responsible for the academic oversight and coordination of the conference and its peer-review process. The "Publisher" (EWA Publishing) is responsible for production, indexing, and digital preservation.

Roles and responsibilities

Organisers are responsible for the academic oversight of the conference, including the formulation of the scientific programme, the coordination of the review process, and the enforcement of submission deadlines. The publisher assumes responsibility for the production, indexing, and digital preservation of the proceedings.

Review coordination

Organisers must ensure that the peer-review process is conducted fairly and confidentially. Reviewers should be selected based on their expertise and independence from the submitted work. Records of review outcomes and substantive comments shall be retained for reference and, where necessary, shared with the publisher.

Quality assurance

The academic quality of accepted manuscripts is primarily overseen by the organisers. Acceptance decisions must be based on the manuscript’s originality, methodological soundness, and relevance to the conference scope. Manuscripts that do not meet these criteria shall not be forwarded for publication.

Conflict of interest management

Organisers involved in the submission, review, or decision of a manuscript in which they have a personal or professional interest must recuse themselves from all related processes. Such recusals shall be documented to preserve the integrity of the selection process.

Coordination with publisher

Organisers are expected to adhere to the publication timeline established in consultation with the publisher. They shall facilitate the timely submission of final manuscripts, signed author agreements, and any required disclosure statements to ensure the efficient production of the proceedings.