System handbook

From yearly registration to an accepted manuscript

The active AISTEEL 2026 edition uses a direct full-paper workflow. Follow the status and timeline in your dashboard; the server opens each next action only after its prerequisites are complete.

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01 · Overview

AISTEEL 2026 controlled workflow

  1. STEP 1

    Register

    Create an edition-specific registration and complete the participant profile.

  2. STEP 2

    Verify student

    Student evidence must be approved; UNIMED registrants provide their study program.

  3. STEP 3

    Upload full paper

    A Presenter submits version 1 and may attach one private supporting file.

  4. STEP 4

    Initial screening

    The committee records Passed, Revision, or Rejected with an auditable reason.

  5. STEP 5

    Structured review

    Chair-approved substantive reviewers submit independent recommendations in parallel, using the edition quota.

  6. STEP 6

    Decision and payment

    Revisions stay versioned; an accepted presenter becomes payment-eligible.

AISTEEL public conference homepage with event details and registration actions
Public starting point. Use Register to create a new account. If you already have an account from another edition, log in and create a separate registration for the active year. Screenshots use synthetic data.

02 · Conference editions

One account, separate yearly records

Each edition has its own registration code, fee snapshot, student/payment verification, manuscript, reviews, settings, and audit timeline. A 2026 registration does not overwrite archived 2025 data.

Use the dashboard edition selector to open a year you are permitted to access. A manuscript keeps the workflow mode recorded when it was created, even if the chair later changes the default for new submissions.

If a migrated record is marked as requiring edition confirmation, contact the committee with its registration code. Do not create a duplicate account or delete an old paper as a shortcut.

03 · Participant

Attend without presenting

  1. Select Participant, origin, and Normal/Student status. The system stores the fee active at registration as an immutable historical snapshot.
  2. Enter the institution exactly. Registrants from Universitas Negeri Medan (UNIMED) must also enter their study program.
  3. A Student registration requires evidence and chair approval before payment eligibility.
  4. Use Edit profile to correct phone, institution, or study-program data without changing the yearly registration identity.
  5. Upload JPG, PNG, or PDF payment proof before 15 Sep 2026. A rejected proof may be corrected; an approved proof cannot be replaced.
AISTEEL account registration form with identity and participation fields
Registration example. Role, origin, and Student/Normal status determine eligibility and the fee snapshot. UNIMED makes the study-program field mandatory.

04 · Presenter

Upload the full paper, pass screening, and complete review

Version 1: choose the correct topic, complete title/summary/keywords, and upload PDF, DOC, or DOCX by 15 Sep 2026. One optional private PDF/Word/image supporting file, such as a Turnitin report, may accompany each version. Do not create a duplicate submission.

Screening: the committee records Passed, Revision, or Rejected with a reason. Passed moves to reviewer assignment; Revision opens one controlled corrected-version upload.

Peer review: the Chair approves substantive reviewers from the eligible edition roster. Independent assignments proceed in parallel; template editors work separately and do not count toward the content-review quorum. Submitted public results appear immediately in one feedback portal and downloadable package, with version-specific Turnitin information. Only the Chair makes manuscript decisions. Previous files, decisions, and feedback remain available.

Acceptance and payment: an accepted Presenter becomes payment-eligible after student verification when applicable. Payment approval does not request another copy of the accepted full paper.

Presenter dashboard with current gates and important deadlines
Dashboard gates. The dashboard explains the prerequisite and exposes only the next eligible action.
Presenter paper workspace showing the current status and controlled actions
Paper workspace. Use one workspace for versions, screening, decisions, reviewer feedback, and the audit timeline.

05 · Payment

Fee snapshots and verification

Historical integrity

Fee, category, and currency are copied into the edition registration. Later chair price changes apply only to new registrations.

Auditable rejection

The chair must give a reason. The rejected proof remains in private history while the registrant is allowed to upload a corrected file.

After Chair or Finance verifies a payment, AISTEEL creates an official payment-proof PDF from the stored registration and verified attempt. The registrant receives a dashboard notice and queued email with the document attached.

Use View or Download from the authenticated workspace. The PDF and any announcement attachment remain private; only the registrant, an authorized Finance account for the active edition, and a Chair can open the payment proof.

Synthetic payment verification notice with private official-proof attachment actions
Official payment confirmation. The notice identifies the verified registration and exposes protected View/Download actions without revealing a storage path.

06 · Reviewer

Review only assigned manuscripts

  • Use Pending Abstracts and Pending Full Papers for open work; submitted work becomes read-only History.
  • Choose Accept, Minor revision, Major revision, or Reject. Ethics/confidentiality and no-conflict confirmations remain required.
  • The six 1–5 criteria and written feedback are optional modules; fill only the fields that add useful evidence.
  • A private PDF/DOC/DOCX/JPG/PNG attachment up to 10 MB is optional and does not replace the required recommendation and confirmations.
  • Each reviewer works on an independent assignment and can submit in parallel without waiting for another reviewer.
  • Confirm ethical review and absence of conflict of interest. Do not identify, share, or download manuscripts outside the assigned purpose.
Conference review: this AISTEEL rubric supports documented, objective, confidential peer review. It is not a publisher-specific scoring form.
Reviewer queue with a synthetic anonymous assignment
Assignment queue. Reviewers see the current edition, due date, anonymous manuscript, and only their permitted actions.

07 · Chairman

Operate each edition safely

Conference Editions

Create or activate an edition, select workflow mode, control registration/submission/screening, and reconcile ambiguous legacy records.

Students & Payments

Verify evidence, reject with a useful reason, and monitor edition-scoped pending queues.

Screening & Peer Review

Approve eligible substantive reviewers using the edition quota, assign template editors separately, and monitor parallel progress. An early Chair decision requires the configured submitted-review minimum.

Users

Search and edit participant/staff credentials, with an optional password reset. The last chair and self-role protections remain enforced.

Reports

Export edition-scoped registration, payment, manuscript, screening, and structured-review recaps as private XLSX workbooks.

Settings

Maintain dates, fees, bank instructions, file limits, review policy, and public metadata separately for the selected edition.

AISTEEL chair reports screen with edition-safe filters and metrics
Private operational export. The workbook identifies the selected edition and never includes credentials, private paths, or direct document URLs.

08 · Status glossary

What dashboard states mean

Screening pending
The latest manuscript version is waiting for a committee screening decision.
Under Review
Reviewers are assigned to the current abstract round or latest full-paper revision.
Accepted / approved
The current gate is complete and the next eligible action becomes available.
Revision required
Read the reason and upload a corrected version from the same workspace before its deadline.
Rejected
The item was not approved. A payment proof may be corrected; manuscript actions follow the recorded decision.
Closed
The deadline passed or the chair disabled that edition action; the server blocks new uploads.

09 · Help

Before contacting the committee

  • Confirm the selected conference edition and read the current status/timeline.
  • Check the permitted file type, maximum size, and relevant deadline.
  • Use the same email account and avoid creating duplicate registrations.
  • Include your registration code and manuscript title when contacting aisteel@unimed.ac.id; never send your password or a private document through an untrusted channel.