Frequently Asked Questions to CPS

1: How do I go about making a Conference Publishing Inquiry?

Please go to the CPS homepage to submit the Conference Publication Inquiry request form today. You will need to select the box that best suits your conference's IEEE sponsorship status, if applicable. Once you have provided the necessary information, we will e-mail you a URL link to your online price quotation through CPS Online, our innovative, new collaboration publishing environment.

2: Can I make special requests when filling out the Conference Publishing Inquiry Form? ↑ Back to Top 

The online form will step you through the process but you will also be given an opportunity to make additional requests for any specific publishing requirement you may have. CPS has publishing options that are not part of the standard template and would like your feedback on any new publishing requirements you may not see represented within CPS Online. Please feel free to make any special requests you may want to consider.

3: How long will it take to receive a quote once I submit an Inquiry Form? ↑ Back to Top 

CPS makes every attempt to get you a response within two business days.

4: Can I request changes to the quote once I receive it? ↑ Back to Top 

Yes, as many times as you'd like. The URL in your email response will provide you with additional information on how to request a quote revision.

5: Will my CPS-published conference publication be included in the IEEE digital libraries? ↑ Back to Top 

Yes, all CPS published conference publications are automatically included in IEEE Xplore and the IEEE Computer Society (CSDL) Digital Library.

6: Will my CPS-published conference publication be indexed by professional indexing services? ↑ Back to Top 

An abstract and index entry for your submission will be included within Elsevier's Ei Compendex database only if: (1) your submission is available in full-text PDF format (multimedia submissions converted from formats such as Microsoft PowerPoint do no constitute full-text PDF format); and (2) your submission includes an author-submitted abstract. If your submission is available in full-text PDF but does not include an abstract, only bibliographic information will be included in Ei Compendex. The foregoing conditions are subject to change based upon the terms and conditions of IEEE's agreement with Elsevier. IEEE will make reasonable efforts to ensure that abstracts and index entries will be included in Ei Compendex based upon the guidelines above, but IEEE cannot guarantee that any particular abstract or index entry will be included in Ei Compendex.

7: What's the difference between publishing and printing a conference publication? ↑ Back to Top 

Publishing a conference publication includes distributing the product as widely as possible to various technical, academic and corporate libraries around the world. Proceedings published by CPS are submitted for professional indexing. The distribution of any conference publication beyond the meeting not only allows other computing professionals access to the work, it allows other authors to reference these papers in their own work. This also includes archiving to IEEE Xplore and the Computer Society Digital Library (CSDL). Printing of a conference proceedings only includes distribution for that event.

8: Are the quantity and page count in the CPS quote or publication agreement binding? Can the numbers change during production? ↑ Back to Top 

No, the quantity and page count totals in your agreement are not binding. Conferences can change the quantity or page count up until one week prior to press date. As long as the quantity or page count does not vary my more than 10% the quoted price estimate will stand on the final totals. It is not necessary to request an additional quote if these numbers do change by greater than 10% but you can use CPS Online to request and updated quote at any time prior to the week before your press date. However, we do ask that you keep your Production Editor informed of any anticipated changes as soon as they are know so they may be prepared for these changes.

9: When should the initial inquiry about publishing be made? ↑ Back to Top 

CPS requests that Conferences make their inquiry before promoting and advertising any deadline dates for paper submission on calls for papers or websites. This allows for CPS to provide you a production schedule that hopefully can work best for all. Six months prior to the Conference start date is what CPS recommends but you can still request a quote up until about 16 weeks before the Conference. CPS also produces post-conference publications for those conferences that prefer delivery after the conference presentations or where scheduling prior production is not possible.

10. When should the signed CPS Publishing Agreement be returned? ↑ Back to Top 

The earlier that the Publication Agreement can be signed the easier for CPS to reserve production resources and respond to Production Editor requests. This also allows us to take advantage of any scheduling or production efficiencies that is available to CPS and the Conference. However, the Publication Agreement need not be signed until about three weeks prior to the conference publication start date which is when the Author List is due. This is typically about four months before your Conference start date. Agreements that are signed and returned after the original start date will be accommodated if staff and production resources are still available.

11: What's the difference between a 2-color cover and a full-color (4-color) cover? ↑ Back to Top 

A two-color cover can be any two (PMS) colors. Two-color covers can include different shades of the selected colors, giving the appearance of more than two. White is not defined as a color but black is a color. A full-color cover or four-color cover use all colors and there are no limits to what can be reproduced. The four colors in printing are combining to create the full spectrum of colors. This is recommended for when using color photographs on your book cover. There is no additional charge for two-color or full-color publications.

12: What's the difference between "Books w/CD-ROMs" and "Books + CD-ROMs"? ↑ Back to Top 

"Books with CD-ROMs" are printed publications with a companion CD-ROM of the same content included with each book. The number of books and CD-ROMs will be the same total. The CD-ROM pricing on this option is more cost-effective as CPS can take advantage of production efficiencies when creating both together.

"Books + CD-ROMs" are printed publications and a CD-ROM that are not inserted in the books. The total CD-ROMs or books need not be the same and the content on the CD-ROM does not have to be the same. This combination is priced higher as the production elements are different than producing a companion CD-ROM.

13: What's CPS Online? ↑ Back to Top 

CPS Online is an interactive Web-based workspace that operates from your browser where Conference Chairs, Organizers, and Authors can request a publication quote, schedule a publication, revise a quote, sign publication agreements, upload conference information, upload papers, sign copyright forms, and follow the production and assist in the production of their publication. Once a Conference agrees to publish with CPS they are given an account to begin to see the development of their publication up to delivery. It also allows organizers to pull up information from prior conference to help them in their planning.

14: What will the conference's "Primary Contact" person be responsible for during production? ↑ Back to Top 

The "Primary Contact" will be responsible for confirming the list of authors and papers, setting pages lengths and limits, confirming the Table of Contents (ToC), approving final papers, approving final print quantity and other similarly related conference organizational tasks.

15: How flexible is CPS production schedule? ↑ Back to Top 

In developing your initial production schedule the CPS staff will try to meet your deadline dates if they are already established. However, we do suggest that you contact CPS for scheduling before promoting your deadlines on your Calls for Papers. Our production schedules uses a firm camera ready date that has very little flexibility for movement. Our experience shows that if we do not adhere to this date that we can not guarantee that your publication will arrive in time for your event.

16: Can I request a specific CPS Editor? ↑ Back to Top 

Absolutely. An attempt is normally made to reassign editors to Conference projects that they have previously produced and to Committees that they have a working relationship with. However, CPS editors are assigned projects to evenly distribute their workloads so they can concentrate evenly on every stage of development of their various projects.

17: Can I still publish if I am not sponsored? ↑ Back to Top 

Yes. The IEEE Computer Society's Conference Publishing Services (CPS) offers to publish the proceedings of conferences that are not sponsored by the IEEE Computer Society, the IEEE, or any other IEEE society. Such "non-sponsored" conferences must comply with the following mandatory criteria for acceptance into CPS's Non-Sponsored Conference Publishing Program: The subject matter of the conference must be relevant to the IEEE Computer Society's fields of interest.

At least one member of the organizing committee's leadership must be a member in good standing of the IEEE Computer Society, the IEEE, or another IEEE society, and who has participated in the organizing of an IEEE conference.

The conference organizers must provide CPS with contact information (names, titles, affiliations, addresses, e-mail and phone numbers) for all chairs of the organizing committee. One individual must be designated as the "CPS Contact", and all correspondence to and from the committee must be through him or her.

All conference organizers must disclose their membership in all organizations that sponsor or co-sponsor this conference. Organizers must provide CPS with access to the conference website, and to any marketing materials that refer to the IEEE or IEEE Computer Society. Note that non-sponsored conferences may only display the CPS logo provided with your confirmation materials, and may not imply in any way that IEEE or the IEEE Computer Society is a conference sponsor. Nonsponsored conferences may not under any circumstances display the IEEE or IEEE Computer Society logo in any manner whatsoever.

Conference papers must be subject to formal peer review. Conference organizers must submit a list of peer reviewers with their inquiry for publication. In addition, organizers must provide a detailed description of their intended peer review process, and the basis for acceptance of papers.

Conference registration must be open to the public. Organizers must provide CPS with specific venue information (including venue contacts) and conference dates. All conference submissions are required to assign copyright to the IEEE. Organizers, authors, and other affiliated with the conference must comply with all requirements of the IEEE copyright form.

Conference organizers must respond within 72 hours of receipt to any requests by CPS staff for information, clarification, or verification. A publication agreement with a non-sponsored conference may be canceled by CPS at any time prior to publication, based on the following actions by conference organizers.

• Failure to comply with any of the 10 criteria for acceptance.
• Failure to take any requested corrective action within a designated period.
• Failure to provide all materials necessary for publication in compliance with the agreed-upon production schedule.
• Failure to maintain a professional relationship with CPS staff.
• CPS may cancel a publication agreement by informing the CPS Contact by email.