Australian Speech Science and Technology Association
Guidelines for the Reviewing of Submissions
and for the Published Proceedings of the SST Conference Series
1. The SST Organising Committee shall set up a Scientific Programme Sub-Committee (SPC) to develop and oversee the review process, which should conform to these guidelines. At least the Chair of this sub-committee will be a member of the Organising Committee. All members of the sub-committee should expect to be reviewers.
2. The SPC should set a date for the submission of abstracts (and the full papers submitted for consideration for the ASSTA New Researcher Award - see relevant guidelines for details). The date selected should allow for the review process, for successful authors to complete and submit their camera ready papers for the proceedings (see section on "Published Proceedings" below), and for the editing and printing processes. In the past, this date has been in June or July of the year of the conference.
3. The SPC should also develop the criteria which will be used in the administrative and scientific review process. These criteria should be developed no later than the start of the year in which the conference is held. Advice on these criteria may be sought via the ASSTA Executive and the ASSTA International Advisory Board.
4. All conference advertising, including the Call For Papers and any early notices, should note that submissions will be peer reviewed.
5. Full submission details should be included in all conference advertising no later than the start of the year in which the conference is to be held. Details should include submission date, word length (in the past, this has been 400 words), timeframe of the review process, that submissions will be peer reviewed, and the criteria used for review.
6. During the months leading up to submission of abstracts, the SPC shall collate a list of names of possible reviewers, ensuring all areas usually covered by SST conferences are included. Where potential reviewers are not part of the Organising Committee or the SPC, they should be contacted to ascertain their willingness to act as reviewers. At least some reviewers should be external to the Organising Committee and the SPC.
7. The timeframe allotted to the review process may ensure that only reviewers resident in or visiting Australia can be used. It is desirable, however, that international reviewers be used. Communicating with reviewers by email may allow greater use of those living overseas.
8. At least two reviewers should be used for each abstract and paper. It is expected that no reviewer should be asked to review more than 10 submissions. A third reviewer may be selected to break a deadlock.
9. Reviewers should be asked to provide brief comment on each criterion (see clause 3 above); rank the submissions they have been asked to review; give an indication of whether the submission should be accepted or rejected and, if the former, recommend which presentation format (oral or poster) should be offered. In all cases, however, it is the SPC that will determine acceptance or rejection, and which format is offered.
10. The SST Conferences aim to support and foster Australian and international research, particularly that being conducted by postgraduate students and younger researchers. The SPC should not act as a gatekeeper in the way a journal editor does, therefore. This does not mean submissions cannot be rejected, but the SPC should be reasonably clear that the submission is either not relevant to the conference or is of very poor quality.
11. It is not expected that the number of submissions will exceed the number of presentations that can be accepted into the timeframe. The use of multiple parallel sessions and a mix of oral and poster presentations should accommodate the submissions. It is unlikely, therefore, that inability to schedule the number of submissions will be needed as a culling device.
1. The Organising Committee of each SST Conference shall publish, on behalf of the Association, proceedings of the Conference, which are similar in format and quality to previous SST proceedings. One copy shall be given free to each delegate attending the conference.
2. Traditionally, the size of the proceedings has been A5 and may be printed in multiple volumes if the number of pages exceeds that which can reasonably be fitted into one volume.
3. The front cover and spine should be formatted similarly to previous proceedings. This includes the full name of the conference, giving details of city, month and year. In addition, the logo "SST-M" (where "M" equals the numeric label of the year in which the Conference is held) should be printed in hollow font several times across the top of the front cover. The lower part of the cover should display a photograph relating to the city in which the conference is held or some aspect of speech science and technology. It should not relate to one specific institution hosting the conference. The photograph may be colour or black and white. Organising Committees should refer to previous proceedings for details of size and proportion.
4. The Secretary of the Organising Committee has often become the Editor of the proceedings, but this could equally well be the Chair of the SPC.
5. The proceedings should contain a title page and a page giving publishing details. This should indicate that copyright is owned by ASSTA. The page should also give details of the printer and the ISSN number - see item 7. The Editor should refer to previous proceedings for details.
6. The Proceedings Series has an ISSN number issued by the National Library. This is ISSN 1039-0227. The Editor should check with the National Library that this is still current, and if not, organise a new number which must appear on the publisher's page. A copy of the proceedings should be given to the National Library in Canberra.
7. Submissions that are accepted for presentation at the conference should be submitted in camera ready format by a date set by the Organising Committee allowing enough time for the editing and printing process. Details of paper formatting and size are given on the author guides which are available from the Secretary of ASSTA and should be provided to all authors when they are notified of acceptance.
8. In previous proceedings, papers have been organised into technical areas that are the same as those used for the conference sessions, and are ordered in the same chronological order of presentation.
9. A contents page and author index should also be included.
10. There are a small number of other items that ASSTA requires in the proceedings. These are: a) a foreword by the Chair of the Organising Committee; b) a list of the New Researcher Award winners for the year in which the conference is held; c) a list of the Corporate Members of ASSTA; d) a list of the sponsors of the conference; e) the list of reviewers used under the heading "Review Panel".
11. Printing and binding should be of similar qualities to those of previous proceedings. It is useful to obtain quotes from both University and Private Commercial Printers. The Organising Committee should discuss the size of the print run with ASSTA's Executive Committee who will decide how many extra copies are required for ASSTA purposes.
12. Additional copies of proceedings may be sold to conference delegates at a price agreed by ASSTA's Executive Committee. Copies remaining at the end of the conference should be forwarded to the Association's Publications Manager.
Adopted by Executive -21 August 1997
It should be noted that this set of guidelines is not a legally binding document but provides a guideline to practice.