% 18-Aug-06: first version by Christian Cachin % 18-May-07: re-sync with PC and GC guidelines by Christian Cachin \documentclass[11pt]{article} \usepackage{url} \usepackage{graphicx} \topmargin=-5mm \evensidemargin=0cm \oddsidemargin=0cm \textwidth=16cm \textheight=22cm \usepackage{url} \newcommand{\mymark}{$^*$} \title{\bf IACR Rules and Guidelines for Steering Committees} \author{} \date{21 May 2007 \footnote{The most recent version of this document can be obtained from \protect\url{http://www.iacr.org/docs/}.\newline Editors of this document: Christian Cachin (2007).} } \thispagestyle{empty} \begin{document} \maketitle \section{Introduction} One of the main activities of IACR is to sponsor scientific meetings. Taking responsibility for organizing the first two conferences in cryptology, the annual Crypto and Eurocrypt conferences, was in fact the motivation for founding the IACR in 1983. Starting in 2000, IACR has sponsored the annual Asiacrypt conference. The Crypto, Eurocrypt, and Asiacrypt conferences are the main events organized and cover all aspects of cryptology. They are collectively referred to as \emph{IACR conferences}. Since 2002 IACR has also sponsored select smaller workshops and conferences that do not have the broad scope of its Asiacrypt, Crypto, and Eurocrypt conferences. These smaller workshops and conferences are referred to as \emph{IACR workshops}. The FSE workshop in 2002 was the first one of this kind. % As of 2007, IACR sponsors the following IACR workshops: \begin{description} \item[FSE:] Fast Software Encryption Workshop \item[PKC:] International Workshop on Practice and Theory in Public-Key Cryptography \item[CHES:] Workshop on Cryptographic Hardware and Embedded Systems \item[TCC:] Theory of Cryptography Conference \end{description} IACR conferences and IACR workshops are collectively called \emph{IACR events} in the scope of this document. For the Asiacrypt conference and for each IACR workshop, there exists a \emph{steering committee} that is responsible for preparing and organizing the corresponding event. This document describes the procedures to be followed by the steering committees for acting on behalf of IACR when organizing IACR events. Following these rules and guidelines is important and ensures that IACR events run smoothly and successfully. There are currently no steering committees for Eurocrypt and Crypto (these conferences are organized directly by IACR board). The basis for this document are the \emph{Bylaws of the IACR}, the \emph{IACR Rules and Guidelines for General Chairs}, and the \emph{IACR Rules and Guidelines for Program Chairs}. All these documents are available at \url{http://www.iacr.org/docs/}. \section{Steering Committees} A steering committee documents publicly who its members are and how its membership is defined. For this purpose, it is recommended that a steering committee maintains a web presence; it can be on the IACR website or the IACR website can link to these pages. Examples of determining membership are: by an election, by appointment of the existing steering committee, etc. Every steering committee designates a \emph{chair} that carries out its actions. Steering committees should meet at least once every year. Every steering committee appoints one of its members as a \emph{representative to IACR}, who participates as an observer in the meetings of the IACR board of directors. Typically, this role is fulfilled by the chair of the steering committee. The IACR appoints a member of its board of directors as an observer to the steering committee, who participates as an observer in the meetings of the steering committee. It may be the same person as the representative of the steering committee to IACR. The names and addresses of the steering committee representatives to IACR are listed under ``Other Functions with the IACR'' on the ``Board of Directors'' page of the IACR web site. The email alias \texttt{bodplus at iacr dot org} reaches all members and observers of the board. The IACR board of directors usually meets only twice a year, namely on the day preceding Eurocrypt and on the day preceding Crypto. Through its representative to IACR, every steering committee informs the IACR board of directors about its activities, the past and future events. Such reports are made twice year at the occasion of every board meeting. \section{Preparing an Event} The steering committee solicits proposals for an event according to Sections 3 and 4 of the \emph{IACR Rules and Guidelines for General Chairs}. The steering committee selects one proposal and recommends it to the IACR board of directors for approval, through its representative to IACR. For Asiacrypt, the proposal should be ready for approval for the board meeting at Crypto two years in advance of the planned conference. For the workshops, proposals should be ready about one year in advance of the planned workshop. The steering committee representative to IACR should submit the proposal to the board by email at \texttt{bodplus at iacr dot org}. In particular, the proposal as submitted to the IACR board of directors should contain a few pages of text, giving information about the general chair, the location, travel to the venue, and the logistics, plus a budget using the \emph{IACR conference planning spreadsheet}. The IACR board will approve the proposal and officially appoint the general chair, or it can ask for revisions. For IACR workshops, the proposal should also contain the name of a candidate program chair and a short CV. The IACR board will approve the proposal and officially appoint the program chair, or ask for revisions. For Asiacrypt, the IACR board will select and officially appoint the program chair. In case a proposal is made by email and not at a meeting, the IACR board votes on the proposal within 3 weeks. \section{Running an Event} The organizational procedures for organizing IACR events are described in the \emph{IACR Rules and Guidelines for General Chairs}. These guidelines must be followed in general, with minor modifications for IACR workshops as appropriate. Use of the IACR registration system (Section~8) and financial guidelines (Section~13) are mandatory for all events, especially for IACR workshops. The final financial report must be sent to the IACR treasurer, along with any surplus, as soon as the balance is determined and, in any case, at most \emph{five months} after the event. The general chair of an event is responsible to the steering committee that the guidelines are followed. The general chair agrees to these guidelines by signing a \emph{terms of reference} document, together with the president of IACR and the chair of the steering committee. The steering committee is responsible to IACR for all organizational aspects of the event and that the general chair guidelines are followed. In particular, the steering committee is responsible for timely announcement of the registration procedure and that financial reports are sent on time and in the right format. Since IACR takes the financial responsibility for the event, not complying with these rules hurts the IACR. The scientific aspects of running an IACR-sponsored event are described in the \emph{IACR Rules and Guidelines for Program Chairs}. These guidelines must be followed in general, with minor modifications for IACR workshops as appropriate. The guidelines about proceedings and copyright (Section 10) are mandatory also for all IACR workshops. The program chair of the event is responsible to the steering committee that the guidelines are followed. The program chair agrees to these guidelines by signing a \emph{terms of reference} document, together with the president of IACR and the chair of the steering committee. In particular, the program chair is responsible for implementing a fair submission and reviewing process based on the highest scientific and ethical standards. The steering committee is responsible to IACR for all scientific aspects of the event and that the program chair guidelines are followed. \end{document} % *** Background information % *** minutes of EC'98, regarding sponsoring Asiacrypt % Motion(Berson/Preneel): Move that the IACR will sponsor the ASIACRYPT % series of conferences starting with ASIACRYPT 2000. The Asiacrypt % Steering Committee will solicit proposals and make recommendations to % the IACR Board. The IACR Board will select a proposal and officially % appoint the ASIACRYPT General Chair. The IACR Board will select the % ASIACRYPT Program Chair. The ASIACRYPT General Chair will be a member % of the IACR Board in the year before and the year of the conference. % The Chair of the Asiacrypt Steering Committe will be an observer of % the IACR Board. Motion carried(11 for/0 against). % *** minutes of EC 2001, regarding FSE % Preneel offered a proposal for FSE to be given the status of the first % IACR affiliated workshop. The proposal included the following points. % 1. FSE maintains control of its conference venues, General Chairs, % and Program Chairs. % 2. IACR accepts financial risk and responsibility for FSE. % 3. FSE cash reserves would be turned over to the IACR. % 4. FSE registrants would become IACR members. % 5. FSE can use the phrase "Sponsored by IACR". % ... % 1. Interaction with IACR. % As of May 2001, the FSE Steering Committee consists of the following 10 % members: Ross Anderson, Eli Biham, Don Coppersmith, Cunsheng Ding, % Dieter Gollmann, Lars Knudsen, James Massey, Mitsuru Matsui, Bart % Preneel, and Serge Vaudenay. The FSE Steering Committee intends to be % representative for researchers in the area. The FSE Steering Committee % may decide to nominate new members. % All formal interactions between FSE and the IACR Board of Directors are % made through the FSE Spokesperson. The FSE Steering Committee will % designate a Spokesperson to be an observer on the IACR Board of % Directors. % The FSE Steering Committee conducts most of its business by email. It % also meets at every FSE workshop. The IACR Board of Directors is % represented by an observer on the FSE Steering Committee. % 2. Workshops % The FSE Steering Committee submits at least 12 months before the % workshop a complete proposal for FSE to the IACR Board. The proposal % includes General Chair, venue, budget, and Program Chair. This proposal % is obtained after a screening process internal to the FSE Steering % Committee. The IACR Board can approve this proposal or it can ask for % revisions. % 3. IACR takes financial liability for FSE, which implies that surpluses % go to the IACR and losses are covered by the IACR. Any accepted % workshop shall be run according to the IACR's financial guidelines for % workshops. IACR shall take responsibility for accepted FSE workshops. % 4. FSE attendees become members of the IACR and pay membership dues. % 5. FSE can use the phrase "workshop sponsored by the IACR".