Operational Guidelines for Session Organizers and Co-Organizers

Purpose. These guidelines outline the core operational principles that all ISQGD session organizers and co-organizers are expected to follow and help uphold. They are intended to ensure consistency, professionalism, academic quality, and the long-term sustainability of the ISQGD platform.

• 1. Official ISQGD Infrastructure
  Requirement: All ISQGD sessions must be conducted using the official ISQGD licensed Zoom account (or other ISQGD-approved platforms).
  Archiving: Recording, archiving, and dissemination of talks are handled exclusively through ISQGD’s official channels.
• 2. Coordination with ISQGD Leadership
  Coordination: Session organizers should coordinate scheduling, announcements, and program details with ISQGD leadership, including the designated ISQGD officers, as applicable.
  Consistency: Organizers should not seek external logistical or organizational support (including alternative Zoom accounts, independent registrations, or parallel announcements) without prior written approval from ISQGD leadership.
• 3. Academic Scope and Quality
  Scope: Session themes and invited talks should fall within the academic scope and mission of ISQGD.
  Quality: Organizers are encouraged to maintain high academic standards, balanced programs, and professional conduct throughout.
• 4. Event Registration and Title/Abstract Submission
  Speaker submission: All speakers must complete the official Event Registration and Title/Abstract Submission process using the ISQGD form identified as Register & Submit Title/Abstract on the relevant event webpage. This is the standard mechanism for collecting speaker information and talk details for ISQGD activities.
  Abstract submission: Submission of the talk title and abstract through the official ISQGD form by the announced deadline is mandatory for inclusion of a talk in the program. This ensures consistency, accurate record-keeping, and effective coordination across ISQGD activities.
  Centralized submission policy: To preserve consistency, transparency, and accurate archival documentation across all activities of the International Society for Quality Growth and Development (ISQGD), session organizers must not personally collect, receive, or upload titles and abstracts on behalf of speakers through private emails, independent spreadsheets, or alternative submission channels. All speakers are required to submit their title and abstract directly through the official ISQGD submission link.
  Approval requirement: Any exception to this procedure requires prior written approval from ISQGD leadership. Session organizers may remind speakers to complete the official submission process, but should refrain from acting as intermediaries in collecting, editing, or entering abstract information unless explicitly authorized.
  Consistency of talk title: For accurate and consistent ISQGD record-keeping and archival documentation, it is mandatory that the title of each talk, as displayed in the session schedule, matches the title of the presentation delivered by the speaker. In case of any discrepancy or update, speakers should promptly inform the designated ISQGD session organizer or coordinator so that the official schedule can be revised accordingly.
  Scheduling: Once all titles and abstracts have been submitted by the announced deadline, the session organizers, in coordination with ISQGD leadership or a designated coordinator, can prepare the program efficiently and, as far as reasonably possible, accommodate speakers’ time zones.
  Global coordination: For international seminars, conferences, workshops, and related academic activities organized under the auspices of ISQGD, timely completion of the Event Registration and Title/Abstract Submission process by speakers is especially important to ensure smooth, fair, and transparent scheduling across different regions of the world.
• 5. Publicity and Branding
  Branding: All session publicity (emails, flyers, webpages, announcements) should use ISQGD branding, logos, and official session titles.
  Clarity: Independent or parallel publicity that conflicts with official ISQGD announcements should be avoided.
• 6. Professional Conduct and Inclusivity
  Environment: ISQGD is committed to maintaining a respectful, inclusive, and professional academic environment.
  Responsibility: Session organizers are expected to uphold these standards and communicate concerns to ISQGD leadership when appropriate.
• 7. Archival and Long-Term Visibility
  Visibility: Organizers agree that ISQGD talks may be recorded and archived on ISQGD-affiliated platforms for long-term academic visibility.
  Requests: Any special requests regarding recording or dissemination should be discussed in advance with ISQGD leadership.
• 8. Talk Duration, Scheduling, and Time Discipline
  Standard talk structure: To ensure consistency and fairness across ISQGD sessions, the following presentation formats are observed unless a different format is stated on the relevant event webpage.
  15-minute slot: Up to 12 minutes for the presentation, with the remaining time reserved for questions, discussion, and transition.
  30-minute slot: Up to 25 minutes for the presentation, with the remaining time reserved for questions, discussion, and transition.
  60-minute slot: Up to 50 minutes for the presentation, with the remaining time reserved for questions, discussion, and transition.
  Time flexibility and punctuality: A speaker may conclude their presentation and discussion at any point within the allotted time period. However, the starting time of all talks must remain exactly as scheduled, and sessions must proceed strictly according to the published timetable.
  Strict adherence to schedule: During a live session, all talks must begin exactly at their scheduled time without delay. If a speaker is absent at the scheduled time, the corresponding time slot shall remain empty. No talk may be advanced into an earlier vacant slot, delayed, or reshuffled during the session. Any change made before the session must be approved through the official scheduling process and reflected in a revised published schedule. This policy ensures fairness, consistency, and respect for participants’ schedules across different time zones.
  Absence reporting: If a speaker anticipates being absent, they are encouraged to inform the designated ISQGD session coordinator or responsible ISQGD official in advance. If a speaker is absent at the scheduled time without prior notice, the session organizers shall report the absence after the session to the appropriate ISQGD representative. In all such cases, the talk will be formally recorded as absent in the official ISQGD schedule archive to ensure accurate documentation and record-keeping.
  Time zone standardization: To ensure consistency, clarity, and uniformity across all ISQGD activities, all ISQGD schedules shall be prepared and published based on U.S. Central Time (America/Chicago). Local time conversions may be provided for convenience; however, the official reference for all scheduling, coordination, and communication remains U.S. Central Time.
  Transition gap: There must be at least a one-minute gap between consecutive talks, and this requirement must be strictly observed throughout the session. This interval allows the next speaker a brief but essential preparation time, facilitates smooth transitions between presentations, and helps keep the schedule running smoothly.
  Schedule preparation, review, and finalization: Following the abstract submission deadline, the session organizers shall prepare a preliminary schedule and circulate it among the confirmed speakers to allow reasonable minor adjustments and corrections before the schedule is finalized. Upon completion of this internal review process, the session organizers shall submit the finalized schedule to the corresponding ISQGD official within seven (7) days after the abstract submission deadline. The approved schedule will then be posted on the official session webpage.
• 9. Zoom Recording and Archival Protocol
  Recording method: All ISQGD session recordings must be made to the Zoom cloud using the official ISQGD licensed account. Local recordings are not permitted.
  Mandatory recording policy: For purposes of documentation, scheduling integrity, and long-term organizational record-keeping, the presentation portion of every ISQGD talk must be recorded. This policy applies uniformly to every talk delivered under the ISQGD umbrella; discussion and question-and-answer portions remain subject to the non-recording policy stated below.
  Discussion sessions: To preserve an atmosphere of open scholarly dialogue and encourage candid scientific exchange, discussion sessions within ISQGD activities shall not be recorded under any circumstances. Any segment formally designated as a discussion period, open forum, roundtable, or informal exchange must remain off-record. Organizers and co-organizers are responsible for ensuring that no Zoom cloud recording or local recording is initiated or maintained during such discussion segments.
  Speaker preference regarding public dissemination: ISQGD respects speakers’ preferences concerning the public posting of recorded talks. If a speaker objects to public dissemination:

  • The talk will still be recorded using the official ISQGD Zoom account;
  • The recording will not be posted, shared, or distributed publicly on any ISQGD platform (including websites, YouTube, or social media);
  • The recording will be retained solely for internal ISQGD archival and administrative purposes.
  Archival documentation: Zoom cloud recordings serve as the official documentation that a talk was delivered within an ISQGD activity. These recordings are maintained in the ISQGD internal archive for institutional documentation, verification, and historical record-keeping when needed.
  Certificates of participation: Upon request, a speaker may be issued a professionally designed ISQGD certificate for academic, promotion, or professional purposes. Because ISQGD relies on the official cloud recording as confirmation that a talk was delivered, a certificate cannot be issued if no recording exists.
  Technical guidance: Session organizers and speakers who are unfamiliar with Zoom cloud recording may request technical guidance or brief training from ISQGD leadership to ensure that recordings are properly created and archived.
  Recording procedure: For each individual talk, the session organizer or co-organizer must follow the procedure below:

  • Start the Zoom cloud recording immediately before the inaugural introduction (opening session remarks) or before the introduction of any speaker.
  • Keep the recording active for the full presentation, until the speaker formally concludes the prepared portion of the talk.
  • Stop the recording promptly when the presentation ends and before the discussion or question-and-answer period begins, so that participants may engage more freely with the speaker.
  Participant awareness and comfort: Before initiating Zoom cloud recording, the session organizer or co-organizer should clearly inform all participants that recording is about to begin. Similarly, participants should also be informed when the recording has been stopped. This practice promotes transparency and helps create a comfortable academic environment, recognizing that some participants may not feel comfortable being recorded during informal discussions or non-recorded portions of the session.
  Speaker responsibility to confirm recording: Since the official Zoom cloud recording serves as ISQGD’s confirmation that a talk was delivered, speakers are encouraged to remind the session organizer or co-organizer to start the cloud recording if they notice that recording has not yet begun before their talk. The primary responsibility for recording remains with the session organizer or co-organizer. This shared check helps ensure accurate archival documentation and supports the issuance of certificates when requested.
  Between talks: During the mandatory transition gap (minimum one minute), recording must remain turned off. A new recording must be started before the introduction of the next speaker so that each talk is archived as a separate and clearly identifiable recording.
  Applicability: This protocol applies uniformly to all ISQGD activities, including distinguished lectures, special sessions, workshops, mini-courses, and conferences.
• 10. Registration Policy
  General expectation: All speakers participating in ISQGD sessions must complete the official event registration process. A registration fee may be required for certain sessions to support the sustainability, organizational infrastructure, and long-term development of ISQGD. The exact registration details, including any applicable fees, will be stated on the webpage of each individual session.
  Sponsored sessions: Sponsored or specially supported sessions may operate under alternative arrangements and may offer no registration fee or a reduced registration fee, depending on the nature of the sponsorship and the objectives of the session.
  Cancellation and refund: If a registered speaker withdraws from participation, the registration fee may be refunded provided that the withdrawal is communicated to the organizers before the published refund or withdrawal deadline. If no separate refund deadline is stated, the applicable registration or submission deadline will govern. Requests received after the relevant deadline will generally be considered non-refundable, except under exceptional circumstances reviewed by ISQGD leadership.
  Policy interpretation: ISQGD leadership may provide guidance in the interpretation and application of this policy to maintain fairness, transparency, and consistency across all ISQGD sessions.