Camera Ready Submission Guidelines

Deadline

The submission deadline for camera ready material and copyright forms is September 30, 2016 (11:59pm Anywhere On Earth, AOE). This deadline will not be extended.

For each paper, at least one author has to be registered for attending the conference by the camera ready deadline. Without a valid registration at the conference by the deadline, your paper will not be published. Papers that arrive after the deadline may not appear on the conference proceedings, and may not be placed in IEEE eXplore.

Author Kit

The author kit for the camera ready manuscripts is provided on this page. The camera ready manuscripts has to be prepared using LaTeX2e and the following style:

Tips: be sure to use the template's conference mode. See template documentation for details. Accordingly, check that the bibliography is properly formatted according to IEEE specifications. Failing to respect the styles might require additional steps, and/or might prevent the inclusion of your paper in the final proceedings.

It is possible, but discouraged, to use other systems for the preparation of papers, e.g. MS-Word. Author kits for these systems can be found on this page.

Paper length

Papers accepted as full papers can be up to 8 pages long. Papers accepted as short papers can be up to 4 pages long. Extra pages can be purchased at the price of 100 USD each during the author's registration process. A limited number of extra pages can be purchased, namely:

  • Full papers: up to 2 extra pages
  • Short papers up to 1 extra page

Authors who decided to submit papers longer than 8/4 pages (up to 10 and 5, depending on the category) before the reviewing process, cannot shrink their papers when preparing camera ready versions. This is to respect the work made by reviewers and other authors who decided to stay in the limits.

How to submit camera ready papers

Please follow the following steps to submit the final (camera-ready) version of your paper:

Step 1: Revise your paper

Please read reviewer comments and revise your paper to address them (if applicable), add author information and revert changes you had made to ensure author anonymity. Refer to the author kit above for proper publication templates. Pages must not be numbered. Proofread your document (it will not be checked before final inclusion in the proceedings). Ensure that there is no header or footer added to the manuscript, except the copyright notice (see step 3 below).

If you update your abstract, remember to update accordingly the field on easychair when submitting the camera ready version.

Step 2: Copyright Transfer

(Because of a technical problem, the link to IEEE Copyright Transfer system is temporarily inactive. You can postpone this step until you will receive a email notification)

Access this page to transfer the copyright to IEEE for paper publication on the digital library. One copyright transfer form is required per each paper, not one for author. Download and save a copy of the copyright form for further records.

Step 3: Copyright Notice

You will also need to include a copyright notice at the bottom of the first page of your paper. The exact notice depends on the outcome of the copyright transfer process:

  • For papers in which all authors are employed by the US government, the copyright notice is:
    U.S. Government work not protected by U.S. copyright

  • For papers in which all authors are employed by a Crown government (UK, Canada, and Australia), the copyright notice is:
    978-1-5090-3216-7/16/$31.00 ©2016 Crown

  • For papers in which all authors are employed by the European Union, the copyright notice is:
    978-1-5090-3216-7/16/$31.00 ©2016 European Union

  • For all other papers the copyright notice is:
    978-1-5090-3216-7/16/$31.00 ©2016 IEEE

    LaTeX users can add the following lines just before \begin{document} for the copyright notice to show up. What is shown below is an example for the fourth copyright case above, in the other cases the copyright text should be adapted accordingly.

    \IEEEoverridecommandlockouts
    \IEEEpubid{\makebox[\columnwidth]{978-1-5090-3216-7/16/\$31.00~\copyright{}2016 IEEE \hfill}\hspace{\columnsep}\makebox[\columnwidth]{ }}

MSWord users can use: ‘Insert’ -> ‘Text box’, insert the appropriate copyright notice in the texbox, and place the box (without border) at the bottom left on the first page. Again, we suggest preparing your camera-ready version using LaTeX.

If you need assistance with this part of the preparation process, contact the publication chair.

Step 4: PDF eXpress paper validation

After carefully checking if your manuscript conforms to IEEE Xplore guidelines, you need to get it approved by IEEE PDF eXpress. We have set up a PDF eXpress page for you to upload your paper for approval.

If the paper conforms to all guidelines, you will receive an email with a watermarked PDF back from PDF eXpress. This is the paper you will upload in the last step.

Do not forget to include the copyright notice in your PDF, as changing the paper later invalidates the PDF eXpress watermark.

If you have not used PDF eXpress before, you will need to create an account first:

  1. Select the New Users - Click Here link.
  2. Enter the following:
    • 39890X for the Conference ID
    • your email address
    • a password
  3. Continue to enter information as prompted

First-time users of PDF eXpress need to follow the above steps, but should enter the same password that was used for previous conferences. Verify that your contact information is valid.

Step 5: Paper upload

Upload of camera-ready manuscripts is handled through easychair.

  1. Login to easychair using your username and password
  2. Access your submission information
  3. On the top right menu, select Add or update files
  4. Leave untouched the "paper" field. This is the initial submission field, which should not be replaced
  5. In the Copyright Form field, select the pdf file you have received during the Copyright Transfer Process
  6. In the Camera Ready Version field, select the pdf version of your camera ready manuscript produced during the PDF eXpress check.
  7. Click "Submit"

If you have been accepted multiple papers, repeat steps 2 to 7 for each accepted paper.

Step 6: Author registration

At least one author has to be registered for attending the conference by the camera ready deadline. One registration fulfills the obligation for up to two (2) papers. Please specify easychair paper IDs for which your registration is covering the expenses during the registration process. Failing to register the IDs will prevent the inclusion of your manuscript in the final proceedings. Student registrations do not cover publication costs (full registrations are required). If you select a student registration, you will not be prompted to enter paper IDs.