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This letter was used as a suggested template for the one Shepherds use to introduce themselves to their authors and to introduce the shepherding process. Also see Shepherd Letter Bobby and Shepherd Letter Steve.

Dear <author_contact_name>,

My name is <shepherd_name>. Thank you for submitting your work, "<paper_title>," for PLoP '99. Unlike other conference submissions, your work will go through a shepherding process. I will be your shepherd for this paper. This means I will help you improve your submission prior to the conference. We will have the opportunity for several iterations of changes to your work so that you can present the best possible paper for comment at the conference. I will also play a role in deciding whether or not your paper is accepted for the conference. It is in your best interest to use this opportunity to improve your paper as much as possible. People who make the most of this process will have the best chances of being accepted to the conference.

Assisting me in the shepherding process is a member of the conference program committee, <pc_member_name>. <He/She> will keep an eye on the progress we are making and help us if needed. Please CC the program committee member on all correspondence between us.

Here is the schedule for the acceptance process:

     Shepherding Recommendations Due    Fri, June 18, 1999
Notification of Acceptance Thu, July 1, 1999
Final Conference Copy Due Fri, July 16, 1999
Conference Dates August 15-18, 1999

We have between today and June 18th to work on your paper. If your paper is accepted, you will have another chance to make changes to your final draft for the conference. The final version is due by July 16th.

I will be contacting you within a few days with my initial comments on your paper. In the meantime, if you have any questions about the shepherding process or the conference, feel free to contact me at <shepherd_email_or_phone>.

I look forward to working with you.

<shepherd_signature>

contents of this page originally posted on www.c2.com

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