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Information for AuthorsThe following information is provided to help you in the preparation and submission of your final paper as it will be published in your conference publication. Following all of these guidelines will insure that the submission process is completed successfully.
The Publication Committee for your conference publication will set the maximum page limits for the all types of acceptable papers for your conference. Authors who submit papers longer than the acceptable length may find themselves responsible for a conference surcharge. Following are the typical types of conference papers, the lengths will be set by your conference:
PURCHASING EXTRA PAGES: Extra pages may be purchased with prior approval from your Publications Chairs. Payment for extra pages should be made prior to submitting your final paper. Please send payment with conference registration and identify your paper title and that the payment is for extra page charges.
Authors final papers MUST be formatted to IEEE Conference Publications Manuscript Formatting Guidelines. It is highly recommended that you proofread and check the layout of your paper BEFORE submitting your file to PDF eXpress™.
Templates specific to your conference will be provided to you via the author kit. These templates will be configured for the correct composition your conference is using. If you know the trim size the confernece will be using, you can also download the appropriate template from the list below.
CPS collects from all our conference author electronics files (PDFs) of their papers to be used in the Conference Publication chosen format and for use in the Computer Society Digital Library (CSDL) and IEEE Xplore.
Each Conference has a submission site for their electronic papers and as the final paper submission deadline approaches, CPS editors monitor our "Papers" database submissions as they arrive. Upon receiving the final papers, your CPS editor will immediately begin a Quality Assurance process to insure the PDF files submitted will be acceptable for both print and electronic use. This is a follow-up process that assumes authors used the IEEE PDF eXpress™ online tool before submitting their final papers. When a paper does not pass this QA process, CPS editors will update the paper's status and request a replacement file from either the submitting author or the conference representative, depending on the conference's choice of how communications with authors should be handled.
Because of the time constraints normally faced in producing a conference publication, instead of immediately rejecting a paper that is improperly formatted, CPS editors will attempt to adjust the layout of the paper by scaling and moving the content to best fit within the proper outer margins. In most cases, this can be done without editing the content of the paper, allowing ownership of the content and context of the submitted "camera-ready" paper to remain with the submitting author. This type of layout adjustment can be a time-consuming process, but is typically more efficient than requesting a submitting author to immediately revise their paper.
The IEEE is dedicated to the worldwide distribution of conference papers to engineering professionals. The IEEE digital libraries are the primary delivery method, especially IEEE Xplore™. This requires that all papers submitted for publication must meet a minimum standard for both print and electronic publishing.
CPS now offers conferences FREE access to PDF eXpress™, IEEE’s online file conversion/PDF validation tool, to assist authors in preparing suitable electronic files of their final papers. PDF eXpress™ helps authors both convert their papers into IEEE Xplore™-compatible PDF files (conversion function) and to check their own PDF files for IEEE Xplore™ compatibility (PDF validation function).
After using PDF eXpress™ authors will still need to submit the resulting ;IEEE Xplore™-compatible PDF file of your final paper later in this publication submission process.
You will be notified of the availability date for PDF eXpress™ for your Conference publication. You will login into the PDF eXpress system with the Conference ID that will be provided for your Conference along with other specific author and paper information. Once this step is completed you can upload either your source file or PDF file for Conversion; and/or PDF Checking. This process allows you to create an IEEE Xplore™-compatible PDF file. If there is a problem with your file, you will receive an e-mail detailing the problem(s). Otherwise the system will e-mail you a copy of your IEEE Xplore™-compatible PDF file.
IEEE PDF eXpress is not a manuscript-collection system and does not replace the conference's submission system. Once authors verify that they have IEEE Xplore-compatible versions of their manuscripts, they will still need to upload the files to the specified final submission site.
Using the Final submission site for your Conference:
PDF eXpress converts the following file types to PDF:
If you would like to create your own PDF file, please change the setting on your PDF distiller to insure your paper meets IEEE PDF specifications. Basic PDF distiller settings MUST be changed to:
Authors must check their final PDF files before submission to verify that all fonts have been properly embedded. Some font manufacturers flag their fonts to not embed. These fonts must be avoided.
Through your PDF eXpress account, you may submit your source application files for conversion to PDF, and/or submit PDFs for checking. You will have the opportunity to revise your submission if you are not satisfied with the PDF that PDF eXpress™ creates for you, or if the system finds problems with your paper, or if your PDF fails the PDF Check.
Technical support via email and telephone is available if you experience trouble in creating your PDF. If there is a problem with your file, you will receive an e-mail detailing the problem. Otherwise the system will e-mail you a copy of your IEEE Xplore™-compatible PDF file.
If you have any questions, please do not hesitate to contact your editor or the IEEE PDF help desk at PDFsupport@ieee.org. If you have technical questions regarding PDF eXpress™ Web site, please contact the PDF eXpress™ support staff at icpsupport@redshift.net.
You will need to upload your final IEEE Xplore™-compatible PDF file through CPS Online by the date specified in your conference's final submission site. Further instructions will be available through your conference's Author Final Paper Preparation and Submission Instructions. These will be sent to the author by either a conference organizer or the CPS Production Editor. Your paper will be automatically renamed to the paper title once you submit the PDF file and correct informatio
IEEE policy requires that prior to publication all authors or their employers must transfer to the IEEE in writing any copyright they hold for their individual papers. Transferring copyright is a necessary requirement for publication, except for material in the public domain or which is reprinted with permission from a previously published, copyrighted publication.
Upon transferring copyright to IEEE, authors and/or their companies have the right to post their IEEE-copyrighted material on their own servers without permission, provided that the server displays a prominent notice alerting readers to their obligations with respect to copyrighted material and that the posted work includes an IEEE copyright notice.
Authors are particularly encouraged to note the "Author Responsibilities" section of the IEEE Copyright Form, in which portions of IEEE Policies 6.3B (concerning statements in work published by IEEE are the expression of the authors), and IEEE Policies 6.4 (concerning the submission of original work) appear.
Please refer to ;the "IEEE Policy on Electronic Dissemination" for complete information and instructions. Posting information can be found on the IEEE Intellectual Property Rights web page, at: http://www.ieee.org/web/publications/rights/index.html
With the establishment of the Electronic IEEE Copyright Forms (eCF) Database as an effective new author tool available through IEEE, authors can now transfer copyright to IEEE quickly and within minutes.
Since its inception, the eCF Database has successfully proven itself to be a highly effective tool that not only accomplishes its main goal of transferring ownership rights of the intellectual property to IEEE, but does so by also saving significant amounts of time and effort on the part of IEEE authors, volunteers and staff.
The setup process is very quick and simple. Once CPS registers a conference, the Conference's final submission site within CPS Online will be able to pass article metadata via an encrypted string attached to the URL, after which time the eCF tool can be invoked directly by authors from the access-controlled site. A brief "wizard" process will guide authors to the appropriate form, which is signed by typing in their names and clicking on a "Submit" button.
CPS editors will also monitor the Electronic IEEE Copyright Forms (eCF) Database to track which authors have submitted signed IEEE copyrights. Once the submission deadline has passed, CPS editors can notify Conferences ;what papers or copyright submissions are missing.
An electronic copyright form will be included within the author paper submission page that the production editor will send to your once your paper has been accepted. Please fill out and submit the form to access the eCF. The eCF system allows you to complete and sign the copyright release form. You must complete the IEEE copyright release form using the eCF system in order to submit your paper. This copyright release form MUST be COMPLETED when you are submitting your paper.
PAPER DEADLINE: Final papers are due by the required date. Late submissions may result in a paper being omitted from the final publication. COPYRIGHT DEADLINE: A copyright release is required by a specific deadline date provided to the authors.
If you wish to order reprints of your paper, please go to the Publications Reprints web page and fill out the connference proceedings reprint order form.
An author, in offering a paper for presentation at an IEEE conference, or accepting an invitation to present a paper, is expected to be present at the meeting to deliver the paper.
In the event that circumstances unknown at the time of submission of a paper preclude its presentation by an author, the technical program chair should be informed on time, and appropriate substitute arrangements should be made.
In some cases it may help reduce no-shows for the Conference to require advance registration together with the submission of the final manuscript.
IEEE policy states that it is up to the discretion of the Conference Committee to allow "no shows" to be published in the IEEE Xplore Digital Library. IEEE Conference Organizers must notify authors prior to, or at time of submission, that their papers may be excluded from IEEE Xplore and the CSDL should they fail to appear at the conference.
The IEEE strongly discourages changes and withdrawals of papers once submitted and included in the program. To avoid the likelihood of this, the author is strongly encouraged to get all necessary company and/or government approvals prior to submitting his/her paper to the conference.
If under any circumstances it becomes necessary for the author to withdraw or change a paper, IEEE policy dictates that the request to do this must come directly from the author and not from any third party. IEEE policy also states that in this case, the author will be held liable for all costs that are incurred.
It would then be up to the author to get reimbursed for the expense from any third party if he/she feels it is justified. IEEE cannot act as a policing entity on behalf of the author in this regard.
If a change is made to a paper after the acceptance of the paper to the conference, it is recommended that the final paper be reviewed by the Program Committee
