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Author Instructions for IEEE ECCE 2010
Final Paper Submission
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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 ECCE 2010 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 ECCE 2010 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 https://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 ecce10x.
- 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 ECCE’10 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 ECCE 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 ECCE portal, you will need:
1) The URL link provided in your paper
acceptance notification e-mail that contains your assigned 4-digit ECCE 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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ECCE 2010 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
ECCE 2010 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 ProgramChairs@ecce2010.org.
3) Paper length should be
limited to eight pages.
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 ECCE 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 1, 2010.
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 ProgramChairs@ecce2010.org.
Instructions to Submit Copyright
Note: As a mandatory
step in the submission process, all copyrights must be submitted by 1 July 2010.
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 ECCE 2010 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 ECCE 2010 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, ECCE 2010 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 (UK, Canada, Australia).
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 https://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 ECCE 2010 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: Submit
a question online at https://ieee.custhelp.com/cgi-bin/ieee.cfg/php/enduser/ask.php 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. |