Software should not be automatically submitted

[mjpost]

There are occasional instances (e.g., acl-org/acl-anthology#1921) where software is submitted to the Anthology against the author's expectations. Submission policy should clarify that submitted software will be delivered for archival, or the final copy form should be updated to explicitly ask authors, and mention the benefits.

[crux82]

@rswilkens can you please check this warning is explicit in the open review form?

@mjpost do you think that a warning in open review is enough? When all data are downloaded the publication chair can do anything…

[rswilkens]

@crux82, the "Consent To Share Data" field isn't copied from ARR to ACL.

[mjpost]

CC @xinru1414. Another complaint we've had is that a user updated the software at final paper time, but the system submitted the original software. Not sure if there is something to check on your end.

Thank you!

[crux82]

@mjpost @xinru1414 @rswilkens @ryancotterell

I try to summarize the procedure as it is not straightforward.

Authors upload their attachments in Rollingreview when submitting their camera ready.
At that moment, they can specify a flag with a text like "Forward this attachment to the publication".
When all the camera-ready are collected, these are forwarded to open review.
The problem is that this flag is never forwarded to OpenReview, so Rodrigo's script that downloads the attachments and generates the YML files has no visibility of this information.

At ACL, I talked with Graham Neubig (one of the responsible for RollingReview) that suggested that Rodrigo send a mail to Nadia (not sure who she is but Rodrigo knows) asking her to fix this issue so that Rodrigo can update the scripts to export this flag.

Once all this is fixed, we should update also aclpub2 so that only attachments with the flag "sendtopublication" activated should be added to the export for the Anthology.

@rswilkens can you please manage this update?
@ryancotterell can you check this is handled in the NAACL proceedings?

Hope this is all clear...

I do not understand what happened to updated attachments... maybe they are simply updated after the deadline so they are not in the export anymore... in any case, we just publish what is uploaded before the deadline of the camera-ready