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Author Instructions for IEEE ECCE 2009
Final Paper Submission |
Note:
Final paper submission consists of four critical steps:
1) Final
manuscript preparation and review
2) IEEE Xplore-compatible PDF conversion
3) PDF file
upload and paper metadata entry to IEEE ECCE 2009 paper portal
4) Copyright
submission IEEE Technical
Activities Policy: IEEE reserves the right
to exclude a paper from distribution after the conference (e.g., removal from
IEEE Xplore) if the paper is not presented at the
conference. Paper Submission Process Summary and
Deadlines Note: More detailed instructions for each
of these steps can be found in sections following this table.
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INSTRUCTIONS TO PREPARE YOUR FINAL MANUSCRIPT
For instructions to format your paper, see
the IEEE ECCE 2009
Paper Format Information. For a paper template in MS Word, click here
.
INSTRUCTIONS TO CREATE AN XPLORE-COMPLIANT PDF FILE
After you have prepared your final paper, you
must follow the directions below to generate an IEEE Xplore-compliant
PDF file for submission to the conference. Failure to provide such IEEE Xplore-compliant PDF file will prevent you from submitting
your paper to the conference and IEEE Xplore.
- Go to the IEEE PDF eXpress
site at http://www.pdf-express.org
- Click on the link "New Users - Click
Here". Fill in your email address and select a password.
The Conference ID is ecce09x.
- After submission of the above information,
you will be led to a new page where you fill in additional information. If
you have used the site before for a different conference under the same
email address, the site will automatically pull up the stored information.
In that case you can check and make changes as necessary.
- Once you have established your account, you
can go back to the above address and log in at any time by filling in the
Conference ID, your email address, and the password you selected.
- You can use the site to a) create PDF files
from source files you provided, or b) check compliance with IEEE Xplore requirements for PDF files created by yourself.
Follow the directions on the screen after your login for each function.
- In
either case, the site will generate and send you a PDF file by email after
the job has been completed successfully. (Depending on the level of demand, there may
be several minutes delay before you received the converted PDF file.) If there are any problems with the
file, the site will send you a report about the problems. You will need to fix any such
reported problems and repeat the above process until the site reports a
successful conversion/checking and sends to you the resulting PDF file. ***The PDF
file sent to you from the site is what you must submit to the
conference***. Do not submit the PDF file you created on your
computer even if it passes the checking without any problem! Each PDF file
generated by the site has special marks embedded which will be checked by
the IEEE ECCE 2009 paper upload site and IEEE, and the file will not be accepted
if such marks are missing.
- The maximum size of the PDF file for your
paper that can be uploaded to the IEEE ECCE 2009 paper portal is 4 MB. Please keep
this in mind when you choose the format and resolution of your figures and
graphics.
INSTRUCTIONS TO ENTER PAPER METADATA AND UPLOAD PDF
FILE TO THE ECCE PAPER PORTAL WEB SITE
In
order to upload your paper PDF file to the IEEE ECCE 2009 portal, you will need:
1) The URL link
provided in your paper acceptance notification e-mail that contains your
assigned 4-digit IEEE ECCE 2009 paper number embedded in the URL
2) The assigned
password that also appears in your acceptance notification e-mail
3) The
registration code received after completing your conference registration. Please read policy below.
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IEEE ECCE 2009
REGISTRATION REQUIREMENT POLICY
Every paper must
be linked to a full registration (i.e., not a student registration) by one of
the paper authors. One full
registration can be used for multiple papers written by the same author, and
there is no limit on the number of papers. The paper must be presented at the
conference, but it is not necessary for the author with the full registration
to present the paper himself/herself. The author who pays the full
registration should have the paper number(s) available when registering in
order to insure that the linkage is properly recorded when the registration
code is issued. |
To
gain access to the IEEE ECCE 2009 paper upload portal, use the URL link noted in 1)
above. When you reach this portal web page, you will be asked to enter your
password described in 2) and the registration code described in 3) above.
Assuming that you enter this information correctly, you will be taken to
a page that contains all of the identification information for your paper. Some
of the fields will be filled out automatically, while others will require new
information from you. The paper information includes:
1) Final Paper
Title
2) Author Names,
E-mail addresses, affiliations, and Country
3) Paper Abstract
(200-750 characters, ASCII text only)
4) Name and brief
biography (<500 characters) of paper presenter at conference
You will also be asked to check a box certifying that the paper is
original work which is not being submitted to multiple venues.
Finally, this page asks you to link the PDF file that you wish to
upload.
IMPORTANT POINTS TO
REMEMBER:
1) You
must submit the Xplore-compliant PDF file for your paper
that was generated for you by the IEEE PDF-eXpress
web site.
2) Your
password will only work once, so please do your best to have your PDF file
finalized before you begin this upload process. If special problems arise that require a
second upload attempt, you must contact the conference Technical Program Chairs
at Tech_Prog_Chairs@ecce2009.org
.
3) Papers longer than eight pages
are subject to an additional fee for each page more than eight. The fee is US$150 per page (over eight pages)
and the fee is payable using the IEEE ECCE 2009 registration form. This fee must be paid in order for your paper to be included in the
conference.
4) As
noted above, the maximum size of the PDF file that you can upload is 4 MB.
If
you successfully upload your PDF file after clicking the "Submit"
button, you will be taken to a confirmation page that includes some additional
information and reminders about your responsibilities as an IEEE ECCE 2009 author. This
same confirmation and conference information is simultaneously sent to the
paper authors via e-mail.
The
confirmation web page also includes a direct link to the IEEE Electronic
Copyright Form web site that is described below. We highly recommend that you
complete this copyright form during the same session that you upload your paper
if at all possible. The electronic copyright submission process only requires a
few minutes in the absence of special circumstances.
Papers
will be accepted on the web site until July 20, 2009. Inclusion in the
conference cannot be assured for any paper that is not submitted by this
deadline.
If
the corresponding author for your paper cannot find the paper acceptance
notification that includes the portal URL address and password, or encounters
any other problems with uploading your paper, please contact the Technical
Program Chairs at Tech_Prog_Chairs@ecce2009.org .
Instructions to Submit Copyright
Note: As a mandatory step
in the submission process, all copyrights must be submitted by 20 July 2009.
Once
you have uploaded your source documents, a confirmation page appears that
includes a large radio button labeled "Continue to copyright form
submission". Clicking this button
takes you to the IEEE Electronic Copyright Form web site that is linked to the IEEE
ECCE 2009 paper upload portal web site.
When
you reach the IEEE Electronic Copyright Form web site, please review the paper
information (title, authors, etc.) transferred from the IEEE ECCE 2009 web
site. If it is all correct, please
click the "Next" button, and you will be led
through a series of yes/no questions that, when answered, will take you to the
IEEE Copyright and Consent Form that you are asked to sign (electronically) in
order to complete the process.
Please
note that the questions include one in which you are asked whether you give
your consent to have your paper presentation recorded in either video or audio
form. Although this is a standard
question in the form, IEEE ECCE 2009 does not presently have any plans to record
presentations regardless of your answer.
If
you are not able to submit your signed copyright form at the time that you
submit your PDF paper file, you will receive a reminder message during the
coming weeks before July 20 that will provide you with the necessary URL and
password to submit your copyright form.
If you have any questions or concerns about IEEE copyright policy,
please contact the IEEE Intellectual Property Rights Office at copyrights@ieee.org .
IMPORTANT: A completed copyright
form is required for all conference manuscripts published by IEEE in order to
transfer copyright, OR
certify all
authors are employed by the US government, OR
certify all authors are employed by a Crown government (
It is highly recommended
that you complete this process as soon as you upload your file(s). Failure to submit your copyright will result in your
paper not being published. For
additional information regarding IEEE copyright policies and the copyright
transfer process, visit http://www.ieee.org/copyright.
Frequently Asked Questions about IEEE eXpress PDF Conversion
Q: How will I
know if my electronic manuscript was received?
A: You will
receive an e-mail confirmation at the e-mail address you entered when you
created your secure author account.
Q: How can I upload
my file when my system keeps timing out?
A: Your file is
too big, or your Internet connection is too slow, or a combination of both. If
your file is large, you compress it before uploading it (see information about
compressing your paper files IEEE ECCE 2009
Paper Format Information).
Q: How do I fix
problems such as missing graphics, missing characters, heading not in right place. that I see in the PDF proof?
A: Verify that these
errors do not exist in your source document. If they do, correct your
source document. Then go to your author account, select <Upload/Revise
Paper> and upload your revised source document.
If
the errors do not exist in your source document, go to your author account and
select <Request Manual Conversion>. Describe what and where the
errors are in the window that will be provided. Our helpdesk will contact
you via e-mail.
Q: Who do I
contact if I have difficulty creating my account or uploading my file?
A: Send an
e-mail to icpsupport@redshift.net
requesting assistance. Provide your conference ID and include a description of
the problem you are having. If you have created an account, please provide the
e-mail address you used to create the account.
Q: Why am I not
receiving e-mails from the IEEE Conference eXpress
File Submission site?
A: The
most common reason is that the author's e-mail server is rejecting the e-mail
as SPAM. Either notify your IT Administrator and
request the e-mails be allowed, or use an alternate e-mail address that will
allow the e-mails. To change your e-mail address:
access your IEEE
Conference eXpress account
click on the "Edit Account Information" link
located on the left of the screen.
update the e-mail address. This update will also change your
account log-in e-mail address.
Best Practices
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Do |
Don't |
Why |
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Format your final manuscript at least two weeks before submission
deadline. |
Do not forget to thoroughly review all text, equations, and images for
errors. Best to ask someone else to look it over, also. |
Formatting takes time and concentration--even when using templates. |
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Create your secure author account immediately. |
Do not expect to create your account, upload your submission, review
your PDF, approve the PDF, and submit your copyright all in one sitting. |
Although the entire process should take only an hour, it is to
everyone's benefit to reduce unnecessary traffic at peak time.
Secondly, waiting until the deadline adds stress that increases the
likelihood for making mistakes. |
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Upload only your final manuscript (with support files, as needed). |
Do not use the conversion process as a proofing tool. |
Everyone will have a smoother experience if time and resources are
respected. |
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Review the PDF proof of your manuscript carefully. |
Do not skip a page just because the first page is satisfactory. |
Sometimes special characters and graphics are not converted correctly
and thus are not depicted accurately on PDF proofs. |
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Upload your Xplore-compliant PDF file by the
submission deadline. |
Do not attempt to upload any PDF file EXCEPT one that has been
generated by the PDF eXpress site. |
The ECCE paper portal will not accept any PDF file unless it contains
markers added by PDF eXpress. |
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Complete the eCopyright submission
immediately after uploading your paper submission. |
Do not postpone submitting your copyright form. |
No paper can be published in any conference proceedings without a
completed copyright form. No exceptions. |