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Vol.28 No.2, April 1996
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Vol.28 No.2, April 1996 |
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(These minutes were created 6 Dec 95. They were unanimously approved on 9 Dec 95 subject to proposed changes and modified 19 Dec 95.)
Minutes
Members offered corrections to the minutes of the previous meeting. The revised minutes will be voted on at the December meeting in New York City. In the future, the minutes will be distributed a few days prior to a conference call. Members may offer revisions during the conference call. The revised minutes will be distributed electronically soon after the conference call for purposes of voting on approval.
Perlman reported that his call for volunteers to be Information Director has elicited two possible candidates. He is awaiting confirmation from one of the candidates.
ACM has received approval from the IACET agency to offer continuing education units (CEUs). Notification was received in time to include information on obtaining CEUs in the CHI '96 registration materials. The committee thanked Williams, Lynch, Darrow and Mark Altom for their efforts.
Karat has received and distributed seven proposals for items in the 1997 budget. The proposed amounts total about $86,000, which is within target. A proposal is needed for the identity package item. This item was approved last year, but, because the funds were not spent, the item must be renewed. Atwood will contact Rosemary Wick Stevens about a proposal. Gene Lynch will be distributing a proposal concerning a trade show, and Kate Ehrlich will submit one related to local SIGs. All proposals will be discussed at the December EC meeting.
(These minutes were created 13 Jan 96. They were modified on 6 Feb 96 and 22 Feb 96 and approved by a vote of 8-0-0 on 28 Feb 96.)
Approval of Minutes
The minutes for the October 25, 1995 EC meeting (via conference call) were approved 7-0-1. The vote on the minutes for the November EC meeting (via conference call) was 8-0-0.
Motion: Lynch is to edit the policy statement concerning electronic publication of CHI conference proceedings over the WWW. He will incorporate suggestions from the CHI 96 chairs and pass the policy on to Perlman, who will forward it to the Publications Board. Vote: 7-0-1.
The books have been closed on CHI 95. There were 2340 attendees from 33 countries. It was a financial success. A new feature was the design briefings, which were very successful. The experiment involving publishing the proceedings on CD ROM had mixed results, and has led to the conclusion that publication on the WWW is probably a better outlet. The conference was the first CHI conference to set up a WWW site for organizational and on site information. Also for the first time, a professional organization was used to handle registration. To improve the call-for-participation process, a call booklet was published separately from the poster. This was more costly, but was successful. A big success was the new budget format. Thanks go to Thea Turner, John "Scooter" Morris, Carol Klyver and John DeLorenzo for their work to make this process better managed and more of an ongoing system. Evaluation of the conference was done by volunteers under the direction of Lorraine Borman. These evaluations are quite useful to future chairs. The evaluations were better done than ever before. However, given the value of the evaluations, and the effort involved, it is a target area for contracting.
Conference cancellation insurance will be purchased starting with CHI 96. The cost is about $2 to $3 per attendee, and covers a wide variety of cancellation causes.
Starting with CHI 96, the plenary speakers' honoraria will be increased and the committee will work with the speakers to help them understand the audience better. There will be a track of invited speakers, with fewer events competing against the invited speakers. There will not be an Interactive Experience, as there has been in the past. A new feature is that Continuing Education Credits (CEUs) will be available to tutorial attendees. Two Saturday night tutorials will be offered, instead of just one. The conference video will be distributed by ACM, as it was for CHI 95. The 96 conference price is $20, which is significantly less than previous conferences.
The fee structure of the conference has been revised. The difference between member and non-member fees will be equivalent to the cost of joining ACM and SIGCHI. Efforts have been made to integrate the doctoral consortium and workshops more into the structure of the conference. Mentoring of authors of submitted papers was tried for the first time.
The CMC has unanimously approved Mary Beth Rosson and Jenny Preece as CHI 97 technical co-chairs. Lynch moved that the Executive Committee (EC) also approve their appointments. Jeffries seconded. The vote was 8-0-0.
A job description for the technical co-chairs for CHI conferences has been created.
Committees are still being formed for the 1997 conference, with the kick-off scheduled for January, 1996. Job descriptions exist for the positions. There is a move to do yet more via contractors. For CHI 95, 25% of the budget went to contractors. The advantage of using contractors is that volunteers can be used more productively for program development.
The locations for future CHI conferences are as follows:
1997 -- Eastern North America;
1998 -- Western North America;
1999 -- Eastern North America;
2000 -- Europe;
2001 -- Western North America;
2002 -- Central North America;
2003 -- Eastern North America; and
2004 -- Pacific Rim.
The 2000 meeting in Europe will not be co-sponsored: SIGCHI is working to become a global organization, so it is important that we create a unique conference presence in Europe and Asia.
An unresolved issue is fostering development of HCI in countries with soft currencies. In the past, some professionals from soft-currency countries were given the student fee structure. One suggestion was that people from target countries be invited to contribute to a session on Developing HCI Abroad, and be supported by Development Fund money. Gerrit van der Veer and John "Scooter" Morris are the champions of this idea. They hope to initiate the program at CHI 97. They will be encouraged to submit a formal proposal to the SIGCHI Development Fund.
It is important that efforts spent in experiments tried at conferences extend beyond the conference. In particular, there needs to be responsibility for reporting on the success of the experiment. In the future, the CMC will oversee these experiments, and pass the reports back to the EC. On the issue of the CD ROM experiment, Perlman volunteered to contact Bob Mack and Jacob Nielsen to urge them to submit a report.
The CMC spent considerable time brainstorming on the trade show idea. They considered the content, benefits, potential problems, implementation, partnership issues, and so on.
The CMC is trying to get a handle on the huge job of conference publications. The publications include the Call for Participation, Advance Program, Proceedings, Conference Companion, Program, and the WWW versions. The timeline for the conference is driven by these publications. The volunteers have a huge job, and do not always know how to handle it. It appears that there are too many layers of effort. This is another area targeted for re-organization and contracting.
One of Williams' major activities to date has been enabling ACM to offer continuing education credit units (CEUs) for tutorials offered by ACM, including the CHI conference. She has worked on creating an advisory committee on continuing education to provide continuity. She plans to hold a SIG session at CHI 96 to create a working group for continuing education.
Perlman has been successful in getting a volunteer (Scott Robertson) to be the Information Director for SIGCHI. A high priority is overseeing the SIGCHI WWW site. He is also dealing with the issue of the SIGCHI video.
Teasley has introduced a standard process for distributing and voting on SIGCHI minutes, with the goal of streamlining the process. She also volunteered to create and maintain an ongoing `to-do' list of activities and due dates for the various activities under the supervision of the EC. She is serving as the contact point between ACM publications and the SIGCHI group. The goal is to provide feedback on the usability and visual appropriateness of ACM publications.
Pemberton noted that the January 1996 issue of the Bulletin would celebrate the 50th anniversary of ACM. It includes an article by Pemberton based on information solicited from prior chairs of SIGCHI. Another article contains interviews of prior Bulletin editors. There are also special columns re education, students, etc. The January 1997 issue will be a special issue with a forward look. October 1, 1996 is the deadline for the special issue.
The electronic version of the publication is ongoing, and is part of a two-year experiment. Pemberton encouraged the EC to look at it. Also included are all tables-of-contents from prior Bulletins edited by Pemberton, minutes of EC meetings for the past two years, and selected articles. He is planning to put a questionnaire on-line to elicit feedback from readers. Hans de Graaff has agreed to serve as associate editor. Having an associate editor should provide Pemberton more time for his CHI 97 chair duties.
Miller has taken on the task of creating relationships with cooperating societies.
Darrow thanked the EC for meeting with the ACM staff on the day preceding the EC meeting. Comments on the visit were elicited. She stressed the importance of including her in any round of communications with the staff.
Atwood reminded the EC that the SIGCHI meeting that follows CHI 96 will be a meeting of the Extended EC. He encouraged the EC to pass on ideas for the content of the meeting. The term of Adjunct Chair for Standards (Pat Billingsley) will be expiring in July. J. Karat will work with her to come up with a job description to give to potential replacements.
Atwood discussed the idea of SIGCHI becoming a Society rather than a SIG. Given the huge variance in size among the existing SIGs, there is the question of whether `one size fits all'. For example, there is one vote per SIG chair at the SIG chairs' meetings. Although the larger SIGs have influence by virtue of their size, they do not have authority. He stressed that becoming a society would in no way involve breaking away from ACM.
An initial review of the '96 budget resulted in the following changes in the base budget:
i) Advertising -- Because SIGCHI consistently places ads in ACM publications, there should be a line item in the budget to cover them.
ii) CMC should become a base budget item and not a proposed item that needs to be voted on each year.
iii) Chair's Discretionary fund -- Will become a base item.
The following items were discussed and voted on. The approved items will be covered by $54,700 from the '96 budget and $113,500 from the '97 budget, for a total of $168,200 in special programs funding.
There is a need to coordinate ACM's proposal to publish a membership directory with ours. There are two areas for cost: a printed publication with about 5000 entries, and an on-line version. The cost of the on-line version should be relatively low, because ACM will be doing the same thing. The goal is to make the on-line version self-editing. The paper version will probably cost about $10K to publish and mail. This does not include editing costs. One issue is the availability of the on-line version to outsiders. Currently, income is derived from selling ACM mailing lists. Other issues are privacy and maintenance. The proposal is to use $15K (from '96 budget). Excess funds, if any, would be moved into the Chairs' discretionary fund. More details will be available by the February EC conference call meeting. Vote was 8-0-0 in favor.
Retention of first year members is 36%. Retention of 2+ year members is 73%. Currently, nothing special is done to welcome new members or express appreciation to continuing members. The goal of the gift is to create loyalty in members (i.e., `hug our members') and increase visibility of the organization. Concerns are that a new member gift would cost more than the membership brings in; the creation of an ongoing cost; the perceived value of the gift (junk vs. useful); the advertising value of the item; and the inadvisability of giving away a SIGCHI product (e.g., CHI conference video). One suggestion is that this effort be combined with the roll out of the new logo. A more detailed plan will be presented in April. Vote was 4-3-1. The item, $30,000 from the '97 budget, was approved.
The purpose of the development fund is to support activities which influence where HCI as a field goes. Any member can submit a proposal. Only one proposal was received last year, and it did not meet the funding criteria. The existence of the fund needs to be more broadly advertised. This fund is an exception to the usual budget rules in that it accrues across years at rate of $20K per year. Vote was 6-0-2. $20,000 will be allocated from the '97 budget.
A market research study of current, lapsed and potential SIGCHI members is proposed. The goal is to gain information on what factors influence retention, and how to better service the population. It was suggested that this project be combined with the conference questionnaire to leverage the expenses and that funds be included to allow a limited number of EC members to view focus groups. Vote was 8-0-0. $31,000 will be taken from the '96 budget, and $15,000 from the '97 budget.
Funds were requested to assist in the organization and ongoing costs of the group. The group will explore and provide institutional memory on broad educational issues for SIGCHI. Vote was 5-2-1, for $1,200 from the '96 budget.
Funds were requested to support the organization and ongoing costs of the group. The group will focus on the issue of continuing education in Europe and North America. Vote was 8-0-0, for $20,000 from the '97 budget.
The budget amount requested to support the offering of a Winter School in Europe is basically a loan. EURISCO will be in charge of the organization of the event and will provide regular reports to the SIGCHI EC. It is expected that the school will essentially break even, but there is a problem of cash flow. The actual cost will be about $9K. This advance will be refunded to SIGCHI in 1997 after the event. It will be used to pay for basic expenses needed to launch the winter school. The only real risk is if the school does not take place. In that case, money invested to that point (a maximum of $9K) would be lost. This project will lay the groundwork for out-reach educational efforts (i.e., `Tutorials To Go') and also opens up issues of international education. The project will need to be evaluated both from the attendees' side and the organizers' side. Williams will oversee the evaluation. EURISCO will justify all expenses to the EC. Vote was 8-0-0, for $9,000 from the '97 budget.
The focus of this proposal is to create a WWW site that is not just SIGCHI related, but general HCI. Because this activity would require an editor and possible network service, it will require funds. The request is for $2,500 in start-up funds, from the '96 budget. Miller will provide more details during the February conference call. Vote was 8-0-0.
The CMC has considered the idea of a trade show in depth, and has concluded that it would be a good idea, leading to added appeal of the CHI conference, increased visibility for SIGCHI and added income. CHI 97 is the earliest date for the first trade show. Vote was 8-0-0, with $5,000 allotted from the '96 budget and $5,000 from the '97 budget.
The Local SIGs' budget includes funds to purchase one set of the CHI Conference Tutorial proceedings for each local SIG. These were provided for free in the past. It also includes a CHI conference breakfast and start-up funds. Vote was 8-0-0, for $4,000 from the '97 budget. Lynch, Atwood and Darrow will work out a plan to make the budgeting mechanism as easy as possible for the SIGs.
$500 from the '97 budget was requested to support a `thank-you' reception for Bulletin supporters and contributors at CHI 97. Vote was 8-0-0.
A concrete proposal will be presented in February. These funds ($5,000) were allocated last year, and have carried over to the '97 budget. No vote was required.
SIGCHI wishes to be active in standards work. Vote was 8-0-0, for $5,000 from the '97 budget.
A motion was presented by Lynch (seconded by CM Karat) in regard to the trade show. The motion was as follows: The executive committee of SIGCHI has reached consensus that now is the time for SIGCHI to develop an HCI trade show in conjunction with the CHI conferences. The SIGCHI Executive Committee charges the SIGCHI vice-chair for conferences and the ACM/SIGCHI program director to negotiate with a third party with the objective of developing a program that will result in the successful implementation of an HCI Trade show in conjunction with the CHI conference as soon as is practical. Vote was 8-0-0.
The EC reviewed and agreed on the SIGCHI 1997 budget. Vote was 8-0-0.
In the past, the EC approved the appointment of the doctoral consortium chair. The doctoral consortium was a SIG-sponsored event, and not CHI conference sponsored. It has since migrated to the CHI conference domain. Miller moved that: The EC recognizes the importance of doctoral consortium. The CHI conference chairs shall have sole responsibility for selecting the chair. In assigning this responsibility to the conference chairs, the EC expects that the consortium will be a continuing part of the CHI conference. Perlman seconded the motion. Vote was 8-0-0.
This policy will be left unchanged. EC approval of the Treasurer is not required.
Darrow will send copies of the report to Jeffries, Williams and Pemberton.
The issue of the privacy of the information on people who submit to the conference has been handed to the CMC.
Multiple people involved in operating the CHI conference need access to a database of information on reviewers. This information crosses years, and could cross conferences, as well. Currently, policies and procedures are handled informally. Issues concern finding a central repository, maintaining privacy and insuring the accuracy of information in the database. This year, there were over 500-600 reviewers. There is a need to know the performance of reviewers. Objective data was collected this year. Who do we give this issue to? Where do they report, etc.? Jeffries will present a proposal before the April meeting for discussion at the April meeting.
The group was reminded that holding a focused SIG at CHI 96 is a good way to communicate with members. For example, Williams is proposing a SIG on continuing education. Proposals are due by December 15. One event that is already scheduled is an orientation for newcomers (Tuesday at 4:30). This would be an opportunity for chairs to say a few words on the benefits of SIGCHI membership. A second event is the CHI conference business meeting (Tuesday at 6:30). At this time, the CMC reports to the EC. All members of the EC should be in attendance.
The joint SIGs have a development fund which individual SIGs are asked to support. Atwood moved (seconded by CM Karat) that an additional $5K be budgeted to the Chair's discretionary fund and earmarked for contribution to the general development fund. Vote was 8-0-0.
A task force consisting of Darrow, CM Karat, Miller and Atwood will bring suggestions to the April EEC meeting concerning action on this issue. Atwood moved (CM Karat seconded) that a task force be created. Vote was 8-0-0.
There needs to be a mechanism to remind people of the jobs they have committed to, intermediate deadlines, and long-term deadlines. Teasley will work with Perlman and Robertson on creating a centrally-available information source and reminder system.
Pemberton requested half, quarter and full-page versions of an ad soliciting proposals for grants from the development fund. Perlman will coordinate putting up a WWW version with Atwood, who will oversee the creation of the graphical version.
It was noted that a number of programs funded by the 1996 budget have not yet expended any funds. Some of these programs are definitely expected to generate expenses before the lapse of the budget year. A few programs have simply not moved forward and will probably not generate expenses this year.
The March EC conference call is the target date for initial reports on budgeted actions. The champions of each area are responsible for making these reports.
Teasley will be the interface between committee members and the electronic mailing list registrar.
Formally, Adjunct Chairs report to the VC for Operations. It was noted that Adjunct Chairs positions do not have to be filled. They can be created as needed. To assist in the process of training new adjunct chairs, Darrow will ask each current chair to create a job description following an outline she will create. This is to be done by April. These descriptions will be put on the SIGCHI WWW site and will be pointed to by the bylaws. The bylaws detail the responsibilities of each position, but do not describe the jobs. The goal is to create an archive of descriptions and lists of things past chairs have done, to promote learning by example.
Business card for SIGCHI EC members are available. Interested members are to let Darrow know.
It will require substantial work to migrate the email lists and procedures from the current platform on xerox.com to the acm.org platform. Scott Robertson will be responsible for developing a plan. In general, the VC for Communications should be the funnel for address and list modifications.
A letter addressed to the EC was discussed. The letter was signed by a number of SIGCHI members and suggested that the video become part of the regular conference proceedings. For CHI 96, the video will be available at $20; half the price of previous videos. The decision will be made at the summer EC meeting concerning future conferences. Perlman will bring facts and figures to the meeting and will sent a response to the authors of the letter.
One of the main issues of maintaining a Web presence is overseeing the content. At this time, a number of people have write access privileges. The Information Director will be tasked with handling access and content.
Perlman was asked to check minutes of prior EC meetings to verify that the committee approved putting the curriculum document, which is ACM copyrighted, on the Web.
Conference call meetings of the EC will be held on the last Wednesday of January, February and March at 11:30 EST. There will be a meeting following CHI 96 including Friday evening and Saturday until 3 p.m. The summer meeting will be held July 26-28 in Toulouse, France. The December meeting will be held December 7-9 in New York City.
(These minutes were created 2/13/96. They were modified on 2 /28/96 and approved by a vote of 6-0-0 on 3/8/96.)
Minutes
The minutes of the December, 1995, EC meeting had been distributed prior to the conference call. Several comments and corrections were made to the minutes. The revised minutes will be circulated electronically and voted on.
Lynch reported that there is interest in conducting a Development Consortium at CHI 97. The goal is to encourage the growth of HCI in developing nations and those nations with soft currency. The program would not simply provide funds for attendance, but would require give and take, possibly on some topic of mutual interest. John `Scooter' Morris and Gerrit van der Veer are championing this idea. They estimate the cost at about $1000 per participant. They requested initial funds, to be approved within a week, from the SIGCHI Development Fund, with the expectation that the cost would then move to the conference. Although delaying a decision means that information on the Consortium cannot appear in the CHI 97 Call for Participation, the committee felt that more information was needed, especially concerning long term implications and actual costs. It was recommended that the proposal be put forward as a fully developed Development Fund request, and handled via that mechanism.
The issue of archiving SIGCHI materials was discussed. Members of the EC have been approached concerning materials currently in the possession of past officers. Because it is not clear at the moment exactly what these materials consist of, the issue was tabled until further information can be gathered.
Teasley asked for comments on a draft version of an Extended Executive Committee (EEC) To-do list that she had created. The purpose of such a list is to remind people of their commitments re the EEC and upcoming deadlines. Consensus was that publishing on the Web with password access would make it readily accessible. Teasley undertook to send out reminders of upcoming deadlines and to keep the list up to date.
Darrow agreed to seek clarification on whether publishing the ACM SIGCHI Curricula for Human-Computer Interaction on the Web violates ACM copyright provisions.
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