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Submitting and Chairing a Special Track

Special Track (ST) submissions for the upcoming year start in February (e.g., for iLRN2027 ST submissions open in February 2026). This way, the timeline can be ensured, including interrelated submission and review processes from General Chairs, ST Chairs, ST PC members/reviewers and Academic / iLEAD Program Chairs.

Submission information

Academic communities wishing to cater to other topics are welcome to propose a special track by submitting a Special Track proposal at the following URL: https://tally.so/r/w824qz no later than July 31, 2025, with a short description, rationale for immersive learning, and its program committee following the Special Tracks Template. (submissions are closed)

iLRN2025 Accepted Special Tracks

We received a record number of submissions this year and accepted these seven special tracks. Shortly, information on the special tracks will be added.

Special Track 1. Teaching with XR Literacies: Empowering Educators through EU Projects’ Frameworks [more information]
Special Track 2. XRAI4Edu [more information]
Special Track 3. OpenEU Pathways to Immersive Societies: AI‑Empowered Learning Ecosystems for Digital Education [more information]
Special Track 4. Immersive Futures for a Sustainable World: Advancing the UN SDGs Through XR Learning [more information]
Special Track 5. Immersive learning across Latin America: state of research, use cases and projects [more information]
Special Track 6. Critical Game Literacies in Immersive Learning: Co-Creation, Play, and Digital Expression [more information]
Special Track 7. OnLIFE Education Paradigm in Ecologically Connected Immersive Contexts [more information]

Review process information

iLRN uses the EasyChair platform for the review process. In your Special Track submission, you must include the email addresses of all ST Chairs which should be used for invitations to EasyChair. Please make sure to include correct email addresses.

Overview

As a Special Track Chair, you are responsible for overseeing the submission, review, and coordination process for all papers in your assigned track. You act both as reviewer and coordinator, ensuring high-quality, topic-relevant submissions and smooth communication with the Academic Program Chairs.

Each Special Track typically includes:

  • Academic Stream: Full Papers, Short Papers, Extended Abstracts

  • iLEAD Stream: Practice-focused oral presentations and papers

Responsibilities Summary

This summary includes dates for the timeline of the iLRN2026 conference. It will be updated for future conferences.

1. Before Review Assignment

  • Accept the EasyChair Invitation:
    You must accept your invitation as a Program Committee (PC) member in EasyChair to gain access to submissions.

  • Stimulate Submissions (optional):
    Encourage additional submissions before the extended deadline using the provided promotional materials (e.g., LinkedIn posts).

🗓️Important Dates:

  • Submission deadline (final extension): October 26, 2025

  • Pre-screening by Academic Chairs finalised: November 5, 2025

  • Reviewer assignments: November 7, 2025

2. During the Review Phase

Review Assignment

Once pre-screening is completed by the Program Chairs, all Special Track Chairs are added as reviewers for all submissions in their track.
Each paper will have:

  • 3 reviews total (at least 1 by a Track Chair)

  • 1 designated Leading Reviewer (a Track Chair)

Ordinary Reviews

Each submission must have 3 independent reviews, which may include:

  • 1 - 3 Track Chairs (usually including the Leading Reviewer)

  • up to 2 external reviewers (invited PC members), if there are more submissions than can be handled by the ST chairs

Tasks for Chairs:

  • Coordinate among chairs to distribute reviews evenly.

  • Review assigned papers using the EasyChair review form.

  • Check for fit with the Special Track’s theme.

🗓️ Deadline for Ordinary Reviews: November 30, 2025

3. Meta-Review Phase

Role of the Leading Reviewer

The Leading Reviewer:

  • Submits their ordinary review before gaining access to others’ reviews.

  • After all reviews are in, writes a meta-review summarizing all reviews and recommending “accept” or “reject.”

  • Should write the meta-review in a tone suitable for sharing with authors.

If preferred, chairs can request to change who serves as the Leading Reviewer for a specific paper with jule@immersivelrn.org.

🗓️ Deadline for Meta-Reviews: December 3,5, 2025 (if you need more time, please let us knowknow)

4. Decision and Notification

  • Final acceptance decisions are made by the Academic Program Chairs, considering your recommendations, review quality, and program space.

  • The meta review text will be sent out to authors in addition to the independent ordinary reviews, but the recommendation decision will not. If there are good reasons to not send out the meta review text, please add this information in the confidential feedback.

  • Chairs may be contacted to clarify or discuss specific papers.

🗓️ Notifications to Authors: December 15, 2025

5. iLEAD Stream Promotion (Ongoing)

  • The iLEAD submission deadline is in January 2026.

  • Continue promoting your Special Track for the iLEAD stream after Academic submissions close.

  • Repost official iLRN social media announcements highlighting your track.

Phase Task Responsible Deadline
Pre-Submission Accept EasyChair invitation ST Chairs
  Promote submissions ST Chairs Until Oct 26, 2025
Submission Period Monitor incoming submissions Academic Program Chairs Oct 26–30, 2025
Pre-Screening Topic fit, formatting, plagiarism checks Academic Program Chairs Until Nov 5, 2025
Review Assignment Papers assigned to Track Chairs SQAO By Nov 7, 2025
Ordinary Reviews 3 reviews per paper ST Chairs + External Reviewers Nov 30, 2025
Meta-Reviews Write summary and recommendation Leading Reviewer Dec 3,5, 2025
Final Decisions Program Chairs finalize accept/reject Academic Program Chairs Dec 15, 2025
iLEAD Promotion Advertise iLEAD track ST Chairs Until Jan 2026
iLEAD review timeline tba


Definitions

Leading Reviewer
A designated reviewer (typically a Track Chair) who:

  • Submits an ordinary review first

  • Also writes a final meta-review

  • Cannot view other reviews until their own is submitted

Ordinary Reviewer
A reviewer who submits a standard review using the EasyChair form and does not write a meta-review.

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