草榴社区

The following bylaws apply to all North America conferences except SNUG Silicon Valley.

Introduction

The 草榴社区 Users Group (SNUG) conferences provide users of 草榴社区 tools and IP with an opportunity to share experiences, learn about 草榴社区’ newest technology and future product direction, and network with experts and members of the local design engineering community. Each SNUG conference is organized to reflect the needs of local 草榴社区 users and ensure a high-quality technical program.

These bylaws are written with the intent of both providing for a valuable conference for 草榴社区 users and promoting the development of a body of useful peer-reviewed papers.

Technical Committee:

The Technical Committee comprises 草榴社区 users and, as needed to provide expertise, 草榴社区 employees. The committee solicits, selects, and reviews user papers and presentations that are presented at the conference and advises 草榴社区 on conference topics and structure. The Technical Committee recognizes papers for their technical excellence.

Technical Committee Chair:

The Technical Committee Chair is a selected member of the Technical Committee. The Chair is responsible for ensuring a quality process for the Technical Committee. The Chair partners with the Program Manager to ensure that the Technical Committee membership is representative of the local user community, has the expertise necessary to review paper submissions across a broad range of technologies and 草榴社区 products, and meets as required to accomplish its goals. The Chair is the primary liaison between the Technical Committee and 草榴社区 for conference-related planning and issue resolution. The Chair may be asked to participate in the promotion of SNUG and is typically available at the conference to welcome attendees and recognize award winning user contributions.

Program Management:

草榴社区 will designate a Program Manager for each conference to facilitate the operations and activities of the Technical committee. The Program Manager ensures open communications between 草榴社区 and the Technical Committee, solicits input, and regularly updates the Technical Committee on conference planning and status.

SNUG Governing Board

The SNUG Governing Board comprises the current and immediate past Chairs of each SNUG conference and a representative designated by 草榴社区.

Rules to Modify SNUG Bylaws

1. The SNUG Bylaws will be reviewed by the Governing Board annually, soon after SNUG Silicon Valley.
2. Any Technical Committee member of a member SNUG can petition for a change to the bylaws. That petition will be reviewed and voted on by the Governing Board within 30 days. A majority vote of the Governing Board is required to change the bylaws.
3. Proposals submitted to the Governing Board that are not approved are not eligible for re-submission for one year.

All member SNUG conferences must abide by the latest rules in effect at the time of their Call for Papers.

Technical Committee Membership

1. Technical Committee members must qualify to attend SNUG in order to participate on the Technical Committee.
2. Technical Committee members must have at least 2 years design experience with 草榴社区 tools and have attended at least 1 SNUG conference.
3. Technical Committee members must have previous experience in writing or reviewing technical papers.
4. 草榴社区 employees may act as members on the Technical Committee, as needed.
5. Addition of new members is by agreement of the Chair and the Program Manager.
6. The Chair and the Program Manager, by agreement, may remove existing members if performance consistently falls below expected participation as outlined under 'Role of the Technical Committee Member'.

Role of the Technical Committee Member

1. The primary role of the Technical Committee member is to perform peer reviews of user papers and presentations, including working with the authors to guide the development of their papers and presentations and giving suggestions on papers and presentations for improvements. This must be done in a timely manner to meet deadlines as communicated by the Program Manager and Technical Chair.
2. Technical Committee members advise presenters on issues such as dry-runs, presentation tips, etc.
3. Technical Committee members advise and collaborate with the rest of the committee on user submissions regarding acceptance.
4. Technical Committee members should communicate with authors through the official SNUG web site such that another reviewer may be aware of the status of the paper and presentation preparations.
5. Technical Committee members participate in scheduled Technical Committee conference calls.
6. Technical Committee members must review papers, according to the Chair’s instructions, as part of the process of selecting the winners of the Technical Committee Awards. Technical committee members may not vote on their own papers for purposes of determining award winners and should recuse themselves from voting on papers by their co-workers or friends, or any other case of possible bias.
7. Technical Committee members are encouraged to make suggestions/recommendations and provide feedback regarding the overall conference.
8. Technical Committee members are encouraged to act as ambassadors of the conference and should whenever possible attend, contribute to Q&A during sessions, interact with attendees and gather feedback, observe and raise issues onsite, etc.
9. Technical Committee members should expect to commit ~30 hours over five months.
10. Experienced members may be asked to mentor new committee members during their first year of membership.
11. Technical Committee members may be asked by the Chair and the Program Manager to act as moderators for presentations given at SNUG conferences.

Role of the Technical Committee Chair

1. The Chair has a maximum term of three years (per conference).
2. Any member who serves on the Technical Committee for three or more years is eligible to be the Chair.
3. The Chair partners with the Program Manager to organize submissions, make decisions on acceptance/rejection, and address concerns raised by members of the Technical Committee.
4. The Chair assists with the composition of the Technical Committee to ensure all technical expertise areas are represented. 草榴社区 users are preferred members, then 草榴社区 employees if needed.
5. The Chair coordinates the Technical Committee Award voting process.
6. The Chair works with Program Manager to assist with other special events for the conference.
7. The Chair leads Technical Committee conference calls.
8. The Chair may act as Master of Ceremonies at the conference:
   • Welcomes attendees during the general session
   • Introduces the Keynote speaker/ Guest speakers
   • Announces and presents User Awards at the conference
9. The Chair moderates the Technical Committee review meeting at the conference.

Process for Selecting a New Technical Chair

When it is time to select a new Technical Chair, the current Technical Chair and the Program Manager identify a qualified candidate. The current Chair contacts that committee member to explain the responsibilities of the role, and to gauge interest. If the committee member is interested in the position, the current Chair nominates the committee member to the entire committee and all are asked to accept or reject the nomination. The current Chair collects the votes and maintains voters' privacy. The majority vote decides. If the majority rejects the nomination, then a new qualified candidate is identified and the process is repeated

SNUG Authors

1. Authors must qualify to attend SNUG in order to submit a paper for SNUG.
2. Authors are required to complete a paper that is primarily written by users. Papers substantially written by a 草榴社区 employee are ineligible.
3. Authors should communicate with the Technical Committee and any 草榴社区 reviewers through the official SNUG web site.
4. Authors may be invited to present their accepted papers at SNUG. Authors are responsible for their own travel expenses.
5. The author(s) presenting at the conference must possess a strong command of the language in which the conference is being conducted, and must be able to present clearly in that language.
6. Authors are required to accept the SNUG usage and copyright statement requirements at time of initial submission.
7. Authors are required to review and adhere to guidelines as outlined on the abstract submission web page.

SNUG Submission and Acceptance Process

1. Preliminary paper acceptance is based on an initial proposal via the official SNUG web submission form. At the preliminary acceptance level, authors are invited to submit a draft and final version of their paper.
2. Conference presentation spots are awarded to authors after the final paper is complete, reviewed, and approved by the Technical Committee.
3. The Technical Committee reserves the right to rescind acceptance at any submission/review stage if a paper or presentation goes outside the scope of the originally accepted proposal or does not meet SNUG criteria or guidelines.
4. Submissions received after the Call for Papers deadline has passed may be considered and accepted on a case-by-case basis.
5. The same submission may be submitted to more than one SNUG conference, and will be considered independently for each conference.

SNUG ‘Publish Only’ Guidelines

In some cases, submissions may be accepted for paper publication only with no presentation spot awarded. SNUG submissions may be accepted for ‘paper only’ as per the following guidelines:

• Author request
• Relevance
• Topic/Presentation space
• Travel
• Presentation history

SNUG Papers & Presentations

1. Each submission (paper and presentation) will be assigned to a Technical Committee member for review.
2. A 草榴社区 engineer may also review the submission, in coordination with the Technical Committee reviewer
3. Submissions should be based on either publicly released 草榴社区 tools or on general design methodology.
4. Submissions should not be based on third party proprietary tools.
5. Any submission found to contain incorrect information shall undergo further technical review. The Technical Chair may remove any paper or presentation from the conference program that appears out of compliance with the Paper and Presentations requirements.
6. After the final presentation submission is made, the presentation may not be altered.

Technical Committee Awards

The Technical Committee recognizes the technical excellence of papers submitted to SNUG through the Technical Committee Awards. A cash gratuity is given to the award winners by 草榴社区. Winners are selected by a vote of the Technical Committee. Consideration for awards is based on the following criteria:

• Topic: How innovative, relevant is the subject matter?
• Benefit: Is there a clear take-away from the paper?
• Completeness: Does the topic have substantiated data to support conclusions, results?
• Effective Communication: Spelling, grammar, punctuation, labeling, use of template all count.

The Technical Committee can recognize up to three outstanding conference papers

• Technical Committee Award
• Technical Committee Honorable Mention (2)

The number of awards at each conference will be determined jointly by the Tech Chair and 草榴社区 following final paper acceptance using criteria that will include the number and quality of submissions and the historic conference attendance.

Technical Committee Award Voting Process

1. The Chair will create guidelines on how to read for the technical committee award and publish them to the technical committee members. These are guidelines, not requirements, which may help as papers are read. They will reflect the 'Paper and Presentation Requirements'.
2. The Chair will assign the first and second round paper assignments to the Technical Committee members. As much as possible this will be based on the Technical Committee members’ areas of expertise.
3. 草榴社区 employees are excluded from voting on any user awards.

Round One Voting

Each Technical Committee member, as assigned by the Chair, will read and rate papers, on a scale of 0-5, such that each paper gets at least five scores. The five papers with the highest scores from round one advance to round two.

Round Two Voting

Technical committee members must read all five papers, rank them, and report their result to the Chair. The Chair computes the average ranking of papers from the committee members. The Chair votes only in the case of a tied score. The paper with the highest average ranking wins the Technical Committee Best Paper award. The next two highest papers win Technical Committee Honorable Mention awards (if applicable).

Conference Presentation Awards

Awards for presentation excellence are decided based on a vote of conference attendees. Only users who have submitted a complete paper are eligible for a presentation award. Winners of the Technical Committee Awards are not eligible to win a conference presentation award.

The number of awards will vary by conference, but recognition can include up to three awards:

• Best Conference Presentation
• Outstanding Conference Presentation (2)

The number of awards will be determined by the Technical Chair and 草榴社区 program lead using criteria that include the number of eligible submissions, conference attendance and overall scores.

Technical Chair Awards
One or more conference presenters may be recognized for an exceptional contribution to the SNUG program. The awards will be given at the discretion of the Technical Chair after a review of attendee voting and in consultation and within the budget set by 草榴社区. All conference presenters are eligible for a Technical Chair award.

Award Eligibility

The following conditions of award eligibility apply to both Technical Committee Paper Awards and Conference Presentation Awards.

1. Only new, unpublished submissions will be considered for awards at SNUG. In the case of papers re-submitted with significant changes, the Chair determines whether the paper is considered new or not.
2. 草榴社区 employees are ineligible for SNUG awards.
3. Final papers submitted after the published deadline are ineligible for a Technical Committee Award.
4. Final presentations submitted after the published deadline are ineligible for a Presentation Award.

The Technical Chair has final say on any voting issues that fall outside the documented and agreed upon criteria established for the targeted conference such as a statistical tie or minimal votes on a presentation.