% revision history
% 
% 30-Sep-10 CC: revised some text on input by Oded Goldreich
% 18-May-07 CC: re-sync with PC and GC guidelines
% 18-Aug-06 CC: first version by Christian Cachin

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\lhead{\sc IACR Rules and Guidelines for Steering Committees}
\rhead{\sc \lastupdate}

\title{\bf IACR Rules and Guidelines for Steering Committees}
\author{\mbox{}}

\date{\lastupdate
 \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, 2010).}}

\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.  It is recommended that
the steering committees 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.  It is recommended that this
role be fulfilled by the chair of the steering committee.  The IACR
may appoint 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.

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, together with background information about
the candidate, such as 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 \emph{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 steering committee is responsible to IACR for all organizational
aspects of the event and that the general chair guidelines are
followed as described here.  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 general chair of an event is responsible to the steering committee
that the guidelines are followed.  The general chair is asked to
express its agreement with these guidelines by signing a \emph{terms
  of reference} document, together with the president of IACR and the
chair of the steering committee.

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 steering committee is responsible to the IACR for all scientific
aspects of the event as described here.

The program chair of the event is responsible to the steering
committee that the guidelines are followed.  The program chair is
asked to express its agreement with these guidelines by signing a
\emph{terms of reference} document, together with the president of the
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.





\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".


