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Submitting Your Paper

Conference Publishing Services is committed to helping guide your paper through the submission process. You will receive instructions from your conference organizer or a CPS editor on how to submit and format your paper. Below are the answers to some frequently asked questions from authors:

How long should my paper be?

Your conference's Publication Committee sets maximum page limits for categories of papers (regular, long, short, poster, position, workshop, or abstract). Conferences may set surcharges for papers beyond the specified maximum lengths. If your paper goes beyond the set length, you may seek approval from your Publications Chair and pay for extra pages when you register, before submitting your paper.

What happens if I need to withdraw or change my paper?

Withdrawal or changes to papers are discouraged once papers are submitted. In the event you must withdraw your paper, you must make the request yourself and pay any associated costs. If you change your paper after acceptance, the final paper should be reviewed by the Program Committee.

What template should I use?

Your conference will include the required paper template in its author kit, configured for your conference. If you know your conference's trim size, you can also download the appropriate template from the IEEE Manuscript Templates page.

How are electronic papers handled?

Each conference has a submission site for electronic papers. As the final paper submission deadline approaches, CPS editors will check that submitted PDFs are acceptable for print and electronic use. When a paper doesn't pass the QA process, CPS editors will update the paper's status and request a replacement file from either the submitting author or conference representative.

Are paper layouts ever adjusted?

Because of time constraints in producing conference publications, instead of rejecting an improperly formatted paper, CPS editors may adjust layouts by scaling and moving content to fit within margins. Layout adjustment can be time-consuming, but is typically more efficient than asking submitting authors to revise papers.

Do files need to be converted to render correctly in Xplore?

CPS offers conferences free access to PDF eXpress to help authors convert their papers into IEEE Xplore-compatible PDF files and check PDF files for IEEE Xplore compatibility. Your conference will send you a conference ID and directions for logging in and using PDF eXpress. After using PDF eXpress, authors must still submit the IEEE Xplore-compatible PDF file of their papers. For assistance, contact your CPS editor, the IEEE PDF help desk at PDFsupport@ieee.org or PDF eXpress support staff at icpsupport@redshift.net.

How do I submit my final paper PDF file?

Upload your final IEEE Xplore-compatible PDF file through CPS Online by your conference's submission deadline and await further instructions from the conference organizer or CPS editor. Your paper will be automatically renamed to the paper title once you submit the PDF file.

Who owns the paper's copyright?

Prior to publication, IEEE requires authors or their employers to transfer copyright to IEEE in writing, except for papers in the public domain or reprinted with permission from a previously published, copyrighted publication. After transferring copyright to IEEE, authors and/or their companies may post their IEEE-copyrighted material on their websites without permission, provided that the sites alert readers to their obligations with respect to copyrighted material and that the posted work includes an IEEE copyright notice. Please refer to the IEEE Copyright Policy page for more information.

How do I submit a signed copyright form?

The Electronic IEEE Copyright Forms (eCF) Database lets you quickly transfer copyright to IEEE. An electronic copyright form will be included on the submission page your CPS editor will send to your once your paper is accepted. Please fill out and submit the form to access the eCF. The copyright release form must be completed when you are submitting your paper.

How do I order reprints?

If you wish to order reprints of your paper, please go to the Publications Reprints page and fill out the conference proceedings reprint order form.

Do I need to present my paper at the conference?

In offering a paper for presentation at an IEEE conference, or accepting an invitation to present a paper, it's expected that you'll be present at the meeting to deliver your paper. In the event you're unable to present your paper, quickly notify the technical program chair and make substitute arrangements. Your paper may be excluded from IEEE Xplore and the CSDL if you don't appear at the conference.

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