1. Introduction
Sciencesconf.org is a web service which facilitates the management of conferences or scientific workshops.
The platform is administered by the “Centre pour la Communication Scientifique et Directe” (hereafter the CCSD) and hosted in France. Multi-language and configurable, it allows to manage the different steps of the progress of a conference : website management, submission ans reviewing of papers,edition of the proceedings, programing, participants registrations ans payment, mailing, management of users roles.
The mission of the CCSD (UAR 3668) is to enable its community of users, from French or foreign educational and research institutions and public or private laboratories, to deposit and disseminate published or unpublished research-level scientific documents or data.
Created and co-directed by its Supervisory Bodies—the CNRS, INRIA and INRAE—, the CCSD is managed by the CNRS as mandated by INRIA and INRAE.
This platform is reserved for scientific events organised by higher education and research institutions.
2. Definition
Terms: shall mean these terms of use as a whole including the main text and annexes thereto.
User Account: shall mean a personal account created by a User, by means of a specific login.
Force majeure: unforeseeable and unpreventable event beyond the control of the Supervisory Bodies.
Communication : set of papers uploaded by a User, distirbued on the Platform and downloadables by any User. It may be, without this list being exhaustive, a summary, a communication, annexes, a serie of acts …
Platform: shall mean the whole of the infrastructure and application managed by Sciencesconf.org allowing the managemet of a scientific event.
User(s): any person(s) who use(s) the Platform. Each user benefits from a varying level of access to the platform’s services as specified in Annex 1.
3. Purpose and scope
These Terms are intended to set out:
-the terms and conditions of use of the Platform by Users
By accessing and using the Platform, Users explicitly and unconditionally accept these Terms.
Users confirm they have read these Terms and undertake to comply with them.
4. Amendment of Terms of Use
The Terms are applicable to Users once validated on the Platform.
The Supervisory Bodies reserve the right to make any changes to the Terms they deem necessary or useful. The new Terms will then be notified to Users for acceptance.
5. Entry into force—Duration
The Terms are applicable to Users with a User Account once they have been accepted, until such time as the User Account is closed.
6. Description of the Platform’s services
The Platform offers Users a number of services allowing to put scientific conferences inline. The following specific services are offered:
- editorial management,
- reviewing management,
- programming,
- emails management,
- registration management,
- website creation,
- administration.
All of these services are accessible via the list of tools made available to Users listed non-exhautively in Annex 2.
The CCSD reserves the right to update the Scinecesconf.org platform at any time. These modifications are designed to improve and develop the Platform and may take the form of corrections of bugs, improvements or additions of functionalities.
7. Terms and conditions of access to the Platform
Terms of access to the creation of conference service
Any website creation on the Platform must be requested via the form provided for this purpose. Requests are analyzed by the CCSD, which reserves the right to refuse them if they do not meet its validation criteria.
Terms of access to the conference website
Distinsction between User, simple readers can access information. Users with a User Account can submit scientific documents, and/or register for the event. Users may have specific rights to access certain services (see annex 1).
Communication
The conference organizers may decide that the papers posted on the Platform for presentation at the conference will be reviewed by experts. They also define the level of visibility of the communication on the website.
8. Terms of use of the Platform
Technical prerequisites
By accepting these Terms, the User undertakes to have a secure internet connection to access the Platform and to guarantee the traceability of the User’s actions on the Platform.
User’s obligations
The User undertakes to adhere to these Terms and annexes and to comply with all the documentation on the Platform relating in particular to use of the Platform and established best practice to ensure the standardisation and structuring of data provided on the platform in the interest of all the organisations able to access it.
The User undertakes to deposit content that meets the standards of scientific selection.
The User shall be liable for any failure to adhere to these conditions which will be sanctioned by suspension, or even termination, of access to the Platform, which the User expressly accepts.
If Users fail to adhere to the Terms or if the Publications published on the Platform contravene French law, the Supervisory Bodies reserve the right to delete any such content or Publications.
9. Intellectual property
All content on the Platform, including texts, images, video, data and code, is protected under copyright and belongs to the Joint Supervisory Body with the exception of content created or posted online by Users themselves.
Users undertake that they shall only post publications they have authored on the Platform or Publications they have not authored but have been explicitly authorised to publish on the Platform by the rights holders. If the author of a Publication published without permission asks for it to be removed from the Platform, the Joint Supervisory Bodies will inform the Users concerned and reserve the right to remove the Publication from the Platform. Users will be required to provide proof of the author’s permission to publish the Publication concerned.
The free access and right of use enjoyed by the User do not entail any intellectual property right to the content concerned.
The entire Platform is subject to French legislation on copyright and intellectual property. All rights of reproduction and dissemination are reserved (except for strictly private use), including for iconographic and photographic representations.
The principle of short citation must be respected subject to mentioning the source by a link to the page cited (or, otherwise, the home page) or, in the case of reproduction on a physical medium, by indicating the author and URL address of the page cited.
Permission must be obtained for any other reproduction or public communication of all or a substantial part of the content on the platform.
Any partial or total reproduction without the prior written permission of the supervisory bodies constitutes an infringement that may lead to legal proceedings.
Nevertheless, some content is published under a free licence according to the principles of open access. It is understood that such content is available to be read and downloaded by all persons, without limitation, and can in particular be shared or reused by the User, subject to the conditions of the licence.
Trademarks – Logos
The CNRS, Inria and INRAE signs and their respective names (“Centre National de la Recherche Scientifique”, “Institut national de recherche en informatique et en automatique” and “Institut national de recherche pour l’agriculture, l’alimentation et l’environnement”) and logo are registered as trademarks. The User is therefore prohibited from referring to the company names or CNRS, Inria and INRAE trademarks, for any purpose whatsoever, without the prior, express and written permission of the Joint Supervisory Bodies concerned.
Furthermore, no reference can be made to the names and logos of the platform without the prior permission of the Supervisory Bodies.
10. Pricing management
The Platform allows Users to set up a fee-based conference. These conferences and the pricing are managed by the Administrator Users. In the case of online payment by credit card, the Platform only serves as a link to the payment sites. No banking information or funds pass through the Platform. Only the information necessary for the transaction such as the identifier of the conference, of the user, the amount to be paid, the addresses of the User’s invoicing are transmitted to the payment site which in return informs the Platform of the state of the transaction validated or not.
The Supervisory Bodies provide the tools for organizing these conferences and undertake to do evrything possible to ensure the proper functioning of this service. However, the responsibility and management of the payment of the sums of money paid by the participants in these conferences are the responsibility of the User Administrators. No claim may be brought by Users against the Supervisory Bodies in the event of problems related to the financial management of these conferences. In the event of reports of problems by participants in a paid conference, the Joint Supervision Organizations reserve the right to engage the responsibility of the User Administrators who organized the conference.
11. Responsibilities
Responsibility of Users
Users of the Platform are solely responsible for their use of the Platform and the Publications published on the Platform. The Supervisory Bodies cannot be held liable for any error, disclosure of confidential information, missing information, lack of response, erroneous result and so on arising from the use of the services available on the Platform.
Furthermore, the Supervisory Bodies cannot be held liable if the Platform’s website ceases operating or if any of the User’s Publications or Metadata are removed.
Users undertake to inform the CCSD as soon as they are informed in writing of any claim or dispute regarding the posting of a Publication and of any issues so the CCSD can withdraw the content without delay.
Responsibilities of Supervisory Bodies
The Supervisory Bodies shall make every effort to ensure the Platform remains available to Users but cannot guarantee its permanent availability or total freedom from errors.
The Supervisory Bodies undertake to correct any bug or error of which they are aware as soon as possible.
In addition, the Supervisory Bodies reserve the right to limit access to all or part of the Platform for the purposes of scheduled or urgent maintenance work.
The Supervisory Bodies use highly effective security tools available on the market but cannot absolutely guarantee the User is protected from third party fraudulent intrusions into the User’s digital environment. Therefore, the Supervisory Bodies cannot be held liable for malicious acts or third party fraudulent intrusions on the Platform.
12. Protection of personal data
The Supervisory Bodies and Users undertake to comply with the legal and regulatory obligations incumbent on them under European Regulation 2016/679 of the European Parliament and of the Council of 27 April 2016 on the protection of individuals with regard to the processing of personal data and on the free movement of such data, and under the French data protection act No. 78-17 of 6 January 1978, as amended at any time.
13. Invalidity of a clause of these Terms of Use
The invalidity, illegality or unenforceability of one or more stipulations of these Terms of Use shall not affect the validity, legality or enforceability of any other stipulation.
14. Suspension—Termination
If a User fails to comply with any of the provisions of these Terms, the Supervisory Bodies reserve the right to terminate or suspend use of the Platform by the User, based on the seriousness of the non-compliance.
If translated into several languages, only the French text shall be authoritative.
If a User fails to comply with these Terms, the supervisory bodies reserve the right to take legal action and can, at their sole discretion, suspend access to a User Account immediately and without prior notice.
15. Force majeure
Force majeure shall suspend the application of these Terms.
The party citing force majeure shall inform the other party immediately by all means available as soon as it is aware of the event concerned, providing all necessary evidence and explanations, indicating its foreseeable duration and informing the other party of the measures taken or envisaged to bring it to an end. It must also inform the other party immediately and by all means available when the force majeure event ends. The other party has the right to verify and check the reality of the alleged facts.
If force majeure lasts for more than two months, these Terms will be terminated automatically, unless agreed otherwise between the User and the Joint Supervisory Bodies.
16. Applicable law
These Terms are governed by French law.
In the event of a dispute, the Supervisory Bodies and Users will endeavour to resolve their dispute amicably.
If agreement cannot be reached, the matter will be referred to the competent courts.
17. Annexes
- Administrators benefit from editorial management, reviewing, programming, email management, registration management, website creation and administration services.
- Coordinators benefit from editorial management, reviewing, programming, email management services.
- Reviewers benefit from reviewing services.
- Managers benefit from registration management and administration services.
- Webmasters benefit from programming and website creation services.
Annexe 2 : Outils mis à la disposition des Utilisateurs
Module
|
Rôle
|
Action
|
Visiteur (utilisateur non connecté)
|
Créer/modifier son compte
|
|
Gestion éditoriale
|
Membre
|
Déposer/modifier une communication
|
Inscription
|
Membre
|
S’inscrire
|
Administration
|
Administrateur/Gestionnaire
|
Créer un compte utilisateur
|
Administration
|
Administrateur
|
Paramétrage général : titre, description, disciplines scientifiques, dates, lieu
|
Administration
|
Administrateur
|
Choix des modules activés
|
Administration
|
Administrateur
|
Gestion des privilèges des utilisateurs
|
Site web
|
Administrateur/Webmaster
|
Paramétrage général du site web : langues disponibles, langue par défaut, email contact, affichage du lien vers la documentation
|
Site web
|
Administrateur/Webmaster
|
Personnalisation de l’en-tête du site web : prédéfini, HTML ou image
|
Site web
|
Administrateur/Webmaster
|
Choix alignement et largeur du site et disposition du menu
|
Site web
|
Administrateur/Webmaster
|
Personnalisation de l’apparence du site : guidée ou CSS
|
Site web
|
Administrateur/Webmaster
|
Ajout/modification/suppression de pages prédéfinies ou entièrement configurées (HTML)
|
Site web
|
Administrateur/Webmaster
|
Organisation des pages du site dans des dossiers
|
Site web
|
Administrateur/Webmaster
|
Ajout/modification/suppression d’actualités
|
Site web
|
Administrateur/Webmaster
|
Ajout/remplacement/suppression des fichiers ressources du site (images, CSS, PDF, …)
|
Site web
|
Administrateur/Webmaster
|
Ajout/suppression de l’ID Google Analytics
|
Gestion des mails
|
Administrateur/Coordinateur
|
Ajout/remplacement/suppression d’alias email pour la conférence
|
Gestion des mails
|
Administrateur/Coordinateur
|
Personnalisation de l’apparence des emails envoyés via SC : en-tête, police, pied de page
|
Gestion des mails
|
Administrateur/Coordinateur
|
Ajout/modification/suppression de modèles d’email
|
Gestion des mails
|
Administrateur/Coordinateur
|
Modification/récupération modèle original de modèles d’email prédéfinis
|
Gestion des mails
|
Administrateur/Coordinateur
|
Ajout/modification/suppression de listes d’adresses emails
|
Gestion des mails
|
Administrateur/Coordinateur
|
Préparation et envoi mailing
|
Gestion des mails
|
Administrateur/Coordinateur
|
Visualisation des emails envoyés
|
Gestion éditoriale
|
Administrateur
|
Ajout/modification/suppression des types de dépôts
|
Gestion éditoriale
|
Administrateur
|
Ajout/modification/suppression des thématiques
|
Gestion éditoriale
|
Administrateur
|
Paramétrage du dépôt
|
Gestion éditoriale
|
Administrateur
|
Paramétrage des droits de consultation des dépôts en fonctions des privilèges
|
Gestion éditoriale
|
Administrateur/Coordinateur/Rédacteur
|
Voir tous les dépôts
|
Gestion éditoriale
|
Administrateur/Coordinateur
|
Modification/suppression du dépôt
|
Gestion éditoriale
|
Administrateur/Coordinateur
|
Changer le statut d’un dépôt
|
Gestion éditoriale
|
Administrateur/Coordinateur
|
Edition des résumés
|
Gestion éditoriale
|
Administrateur/Coordinateur
|
Edition des actes
|
Relecture
|
Administrateur
|
Paramétrage de la relecture (dates, anonymisation, ..)
|
Relecture
|
Administrateur
|
Ajout/modification/suppression des grilles de relecture
|
Relecture
|
Relecteur
|
Relire un dépôt
|
Relecture
|
Administrateur/Coordinateur
|
Ajout/suppression des relecteurs
|
Relecture
|
Administrateur/Coordinateur
|
Répartition des thématiques et des papiers aux relecteurs
|
Programme
|
Administrateur/Coordinateur
|
Ajout/modification/suppression d’évènements
|
Programme
|
Administrateur/Coordinateur
|
Ajout/modification/suppression de salles
|
Programme
|
Administrateur/Webmaster
|
Modification de l’apparence du programme (paramètre prédéfinis ou CSS)
|
Gestion inscription
|
Administrateur/Gestionnaire
|
Inscrire une personne
|
Gestion inscription
|
Administrateur/Gestionnaire
|
Modifier les informations d’inscription
|
Gestion inscription
|
Administrateur/Gestionnaire
|
Renvoyer une demande de paiement
|
Gestion inscription
|
Administrateur/Gestionnaire
|
Modifier les informations de paiement
|
Gestion inscription
|
Administrateur
|
Paramétrage de l’inscription (dates, alerte, …)
|
Gestion inscription
|
Administrateur
|
Paramétrage du formulaire d’inscription : ajout/modification/suppression des éléments du formulaire
|
Gestion inscription
|
Administrateur
|
Paramétrage du paiement de l’inscription : moyens de paiement, montants
|