Instructions for Review Organizers

The Reviewing Committee, a key element of the Conference organization structure, relies on the work carried out by all Review Organizers. Each Review Organizer is requested to organize the review of a few papers, look after the correctness of the revision process and provide the Conference Program Committee with a final recommendation. This Committee will meet in January and will make the final decision on which submissions are accepted for presentation at the Conference.

Your task is to distribute the papers assigned to yourself to at least 3 different reviewers, to collect their reviews and make a recommendation to the Paper Review Chairman (Chair).

This will be done through the ‘OpenConf’ Management System which has been adapted to the specific needs of the European Turbomachinery Conference.

Being Reviewer Organizer means that you have already registered in the Conference system.

The papers you have to process have been attributed to you by the Paper Review Chairman (Chair), and you will be notified of this assignment by Email.

Your task is now to select reviewers for each of the papers. A reviewer must be in the database. Either he/she is already present, or you must ask him/her to enter the database or you can, ultimately, register him/her yourself (see procedure at the end of this document). It is not allowed (with this system) to use a reviewer who is not registered in the database.

As a Review Organizer, you enter the system following this link:
Enter the username and password you have selected when you registered in the conference database. You will see ‘Submissions to Review:’; this is the list of papers you have to take care of. You can download/save the abstract and the full paper (click on the corresponding icon).

Advocating (review assignment)

Review Organizers are assigned to advocate submissions.
Your role as an advocate is to look over the reviews completed by reviewers, and make a recommendation on the quality of the submission. Each submission is handled by a single review Organizer. If advocating is open and you have been assigned submissions to advocate, a Submissions to Advocate section will be displayed on your own home page with a table of assignments:

Instructions For Reviewer Organisers

Clicking the submission title in the table will pull up the advocate recommendation form and a listing of all submission reviews. Fill in the form and click the Submit Recommendation button. In order to choose your reviewers, you click on the ‘Assign Reviews’ link. You will be redirected to the new page ‘Assign Reviews’.
See the image below.

Instructions For Reviewer Organisers

You will see two boxes. The first one contains the papers you are responsible for, the second one contains the names of the reviewers available in the database (with, in brackets, the number of reviews already assigned to them, “3” in the image above).

In order to match the appropriate reviewer to the assigned papers you need to know the relevant topic areas both of the paper and of the available reviewers.

Clicking on [Select Submission(s): (topic areas)] (“1” in the above image) a new window will open, showing the topics of each assigned paper. In the same way, clicking on [Select Reviewer(s): (topic areas)] (“2” in the above image) a new window will open, showing the topics of each available reviewer.

Once you have devised an appropriate paper/reviewer matching, go back to the ‘Assign Reviews’ page and click on the paper title and then click on the chosen reviewer to associate them. You may also click the box to notify the reviewer that he has been selected. To finalize, you click ‘Assign Reviews’ (“4” in the image above).

To go back to your home page, you click on ‘Member Home’.

You can check the list of reviewers for one paper and the status of each review by clicking on the paper title (in the ‘Submissions to Review Organizers’ area). By doing so, you are redirected to a page where, as a Review Organizer, you will have to make your final recommendation.

The text box should contain the different grades received from the reviewers, their average and your final comments to the committee (including your eventual recommendation for Journal publication). Do not forget, at the end, to click the button ‘Submit Recommendation’. Do not hesitate to come back to us if any clarification is needed. Your feedback will definitely improve the clarity of this document.

Note: Members of the Reviewing Committee see unpublished work of other authors. Your professional ethics preclude disclosure to any other party of the contents of the submissions you reviewed. In case of problems or for further questions about the reviewing process, please contact us at the following mail address:

Signing In/Out

When sign in is open, you may click on the Sign In and enter your username and password to gain access to the Review Organizer features. Only those features enabled will be displayed on the Review Organizer home page. If you have forgotten your username or password, the forgot links next to these two fields will allow you to recover your username or have a new password issued. Once you have finished working with OpenConf click the Sign Out menu link atop the page. Note that after one hour of inactivity, you will be automatically signed out.


If reviewing is open and you have been assigned submissions to review, a Submissions to Review section will be displayed on the Review home page with a table of assignments:

Instructions For Reviewer Organisers

Clicking on a submission title in the table will pull up the review form. In addition to the review form fields, two checkboxes are available at the end of the form giving the option to have the review contents emailed to you and to indicate the review as completed.

The review form is only saved when you click the Submit Review button at the end of the form. If you submit the form and are notified that your session has expired, use the special link provided to immediately sign back in. You will be then offered the opportunity to recover the in-progress review. It is usually advisable to draft up any lengthy review write-ups in a word processor, and then copy them into the review form.

In the following two pages, the facsimile of the form to be filled in order to perform the review is presented.

Rebuttal Module

The Rebuttal module allows authors to view and provide feedback (i.e., a rebuttal), in aggregate, to reviews received. Reviewers are offered the opportunity to follow-up the author’s rebuttal. Review Organizers are able to view all rebuttal responses for assigned submissions. The Chair may optionally enable email notification to the author and assigned reviewers when a rebuttal or follow-up comment is added.

Usage – Reviewers

Click the Rebuttals link atop the Review Organizer home page to view author rebuttals, and if enabled, provide follow-up. Follow-up comments may only be submitted once, and are only visible to the Chair.

Usage – Advocates

Click the Rebuttals link atop the Committee Member home page to view rebuttal responses for assigned submissions.

Reviewer Upload Module

The Reviewer Upload module allows a reviewer to upload a file for an assigned submission as an additional means of providing the author with feedback. For example, the file may be an annotated version of the author-uploaded file submitted for review.

Usage – Reviewers

The Upload Review Files menu atop the committee members’ home page allows the upload of a (single) file per assigned review. The upload file format must match one of those permitted for the submission.

Adding Reviewers

In case you wish to add valuable reviewers to support the organization in the whole reviewing process, please send their e-mail address to the secretariat (email: All newly appointed reviewers will receive a username and a password. They are requested to promptly access their account and complete the on-line reviewer registration form.

Instructions For Reviewer Organisers

While registering the new reviewer, please define the username in the form name.surname
After adding a reviewer, please notify it via mail to the Secretariat: