Steps For Successfully Submitting Your Paper
The 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 steps will insure that the submission process is completed successfully.
STEP 1: Paper Specifications
STEP 2: Important Deadlines
STEP 3: Important Information about Preparing your Paper
STEP 4: Formatting your Paper
STEP 5: PDF eXpress Online File Conversion/PDF Validation Tool
STEP 6: Renaming your PDF File for Submission
STEP 7: Submitting a Signed Copyright Release Form
STEP 8: Final Paper PDF File Submission
STEP 9: Ordering Reprints (optional)
PAPER PAGE LIMIT:
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:
- REGULAR PAPERS
- LONG PAPERS
- POSTER PAPERS
- SHORT PAPERS
- POSITION PAPERS
- WORKSHOP PAPERS
- ABSTRACTS
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.
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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.
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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 (see Step 8).
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. Read the full no show policy.
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Authors final papers MUST be formatted to IEEE Conference Publications Manuscript Formatting Guidelines (see formatting instructions). It is highly recommended that you proofread and check the layout of your paper BEFORE submitting your file to PDF eXpress™.
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5.1) 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:
- Optimized,
- Acrobat 4.0 compatibility,
- ALL graphics at least 300 dpi resolution, (higher if preferred)
- ALL fonts MUST be embedded,
- Postscript settings DO NOT override distiller settings,
- Page size is 612.0 x 792.0 points (8.5" x 11").
IMPORTANT: 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.
5.2) If you would like to submit your source file to PDF eXpress™ for conversion and validation, PDF eXpress converts the following file types to PDF:
- Postscript
- Word Pro
- Microsoft Word
- WordPerfect
- Freelance
- QuarkXpress
- PageMaker
- Rich Text Format
- FrameMaker
- (La)TeX (DVI and all support files required)
5.3) 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.
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Your paper will be automatically renamed to the paper title once you submit the PDF file and correct information through Step 8: Final Paper PDF File Submission.
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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 IEEE Electronic Copyright Form (eCF) system. 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.
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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.
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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.
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