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EARMA Annual Conference 2024 – Call for Volunteer Expert Evaluators

EARMA Annual Conference 2024 – Call for Volunteer Expert Evaluators

The 2024 EARMA Annual Conference Programme Committee (ACPC) is looking for volunteers to help us shape the content of the programme for the 2024 Conference, to be held in Odense from April 23-25, 2024.  As always, the conference will be structured in ‘topics’, and we are looking for people with expertise in one or more of these strands to support us in evaluating and ranking of the submitted abstracts.

Each Topic Team will be led by a member of ACPC, and we are looking for expert evaluators for each Topic Team to help us make the selection process as open and transparent as possible. Each Topic Team member will independently review and assess a set of abstracts. Then they will meet virtually to agree on a ranked list of submissions for the strand.

What exactly is involved?

The deadline for submitting an expression of interest is Noon (CET) on Friday, September 15, 2023.

Apply using this online form.

The applications will be reviewed by the ACPC, and candidates will be informed of the outcomes by September 19 and, if successful, which topic(s) they will evaluate.

Successful applicants (Expert Evaluators) are invited to attend an online workshop to further explain the processes and timescales. The online workshop is scheduled for 11:00-12.00 CET on Wednesday, September 20, 2023.

Expert Evaluators will be required to review and assess abstract submissions in their topic area between September 25 and October 13, 2023.

For most Topic Teams, a virtual meeting will be organized, to be arranged for October 16, 2023, during which the Topic Team will discuss the abstracts and agree on a consensus score and ranking for each submission.

This concludes the work of the Expert Evaluators. Please note that there is no remuneration for Expert Evaluators.

Why Expert Evaluators?

We are committed to making the conference selection process as open and transparent as possible.  Bringing a wider range of views from a larger and more diverse set of reviewers than the ACPC alone is a positive move in this direction.  We also see it as an opportunity for more people to be involved and contribute to the association but in a way that is less time intensive than serving on an EARMA committee.  However, we do also see it as an opportunity to find out a little about what it might be like to serve on an EARMA committee and the ACPC in particular.  It is also an opportunity to add to your CV.

Frequently Asked Questions

Q: How many abstracts will I be expected to review?
A: It depends on how many are submitted, but typically between 10 – 30 per strand.

Q: Can I be allocated to more than one topic?
A: Most expert evaluators will only review one topic area.  Some might be asked to review more than one, but normally a maximum of two.

Q: Will I be given guidance on how to do the evaluation?
A: Yes, the ACPC will guide you through the process in an online workshop.

Q: Will I be able to see the scores of the other evaluators?
A: No, it is a blind review process. However, for most Topics, a virtual meeting will be organised, including all linked external evaluators and the Topic chair (from ACPC), to discuss the given scores and substantiation to make the ranking.

Q: How many Evaluators will there be? 
A: It is expected that each topic will use two to three External Evaluators.

Q: What if I am given a topic that I do not have expertise in?
A: You will only be allocated to the topic(s) that you have nominated in your submission.

Q: Do I need to be an EARMA member to be an Expert Evaluator?
A: No, while we welcome applications from existing members, we want to broaden the evaluation pool as widely as possible and welcome applications from any individuals with the appropriate expertise.

Q: How senior do I need to be?
A: You can be at any stage of your career; we are looking to have as many different perspectives as we can.

Q: If I am an evaluator, does that mean that I can’t also submit an abstract?
A: No, you may also submit an abstract(s). However, you will not be able to review your own. Being an evaluator will not affect your chances of success if you do submit an abstract (or vice versa). However, having been an evaluator, this will surely improve any abstracts you might submit to subsequent conferences!

Q: What if there is a potential conflict of interest?
A: You will be required to declare conflicts, and the strand chair will guide you through the process, although as the review process is anonymous at this stage, it is hoped that the number of conflicts will be small.

Q: Will I be rewarded for my work?
A: You will have our undying gratitude and a mention in the conference proceedings, but there is no monetary reward nor conference fee reduction.

Q: Will I be required to attend the conference itself?
A: There is no requirement to attend the conference, but you are, of course, welcome to.

Q: What will the online application form ask me?
A: See below:

  • *Name:
  • *Job Title:
  • *Organisation:
  • *Email:
  • *Phone number: [wanted as a secondary point of contact, just in case]
  • *Motivation [100 words max]:
  • *Confirmation that you are available for the workshop (11:00-12:00 CET September 20, 2023); time to undertake the evaluation (September 25 – October 13, 2023) [expected to be a few hours over that period]; and commitment to attend the Topic Team final virtual meeting (Monday October 16, 2023), if needed.
  • *Please indicate which topic areas you are willing to evaluate – indicate a first choice and other choices – and in a few words, outline your experience/expertise for the topic.
  • Operations and Planning, (Yes/No) [If yes… 50 words max on experience/expertise]
  • Open Science, (Yes/No) [If yes… 50 words max on experience/expertise]
  • Collaboration and Strategic Alliances, (Yes/No) [If yes… 50 words max on experience/expertise]
  • Professional and Career Development, (Yes/No) [If yes… 50 words max on experience/expertise]
  • Research Cycle Support Services (Pre-Award), (Yes/No) [If yes… 50 words max on experience/expertise]
  • Research Cycle Support Services (Post-Award), (Yes/No) [If yes… 50 words max on experience/expertise]
  • Research Cycle Support Services (Transversal), (Yes/No) [If yes… 50 words max on experience/expertise]
  • IT Systems and tools supporting RMA now and in the future, (Yes/No) [If yes… 50 words max on experience/expertise]
  • Leadership, (Yes/No) [If yes… 50 words max on experience/expertise]

There is a more detailed explanation of the 2024 topics in the Guide for Proposers.