bullet.Congratulations on having your paper selected for inclusion in the program and proceedings of the 2003 IEEE International Ultrasonics Symposium.
In order for the proceedings to be published in a timely manner, it is important that authors follow these instructions to the best of their ability. We will again be publishing the proceedings in two formats, both as a CD-ROM and a printed proceedings. Conference attenders will receive the CD-ROM as part of their full registration fee. A soft-cover copy of the printed proceedings may be ordered separately for an additional cost.
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| In the event that an author is unable to personally present the paper, they MUST be represented in either poster or oral sessions by an individual qualified to discuss the technical material in the paper who will remain in attendance for the full session in which the paper is presented. |
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This year we are "prototyping" electronic submission of manuscripts via a secure Internet paper submission site. |
| ALL AUTHORS MUST access the paper submission
site in order to electronically log in their submission . We
will use the log-in information you
enter at this site to help us create the Table of Contents and the
Author's index for the proceedings. The URL of the paper submission
site is
https://www.ieee-uffc.org/2003/paper_upload/login.asp.
Authors who can produce a PDF version of their paper will be able to transmit their electronic version via this same submission site. This year, we can only accept a PDF version of your manuscript through the web site. Authors who cannot upload the PDF version of their manuscript should submit it on disk(ette) as part of the manuscript packet. Authors who cannot produce a PDF version of their manuscript should submit an Postscript version on disk(ette) as part of the manuscript packet. ALL AUTHORS must also submit a "manuscript packet" containing the author's checklist, camera ready copy of their manuscript, a signed IEEE copyright form, and other materials as needed either by mail or at the symposium to complete the submission process by the deadline for submission. For more information, see the sections on "What to Submit" and "How to Submit". |
Many of these instructions will refer you to Personal Document Format files (*.PDF) that should be viewed. PDF files require Acrobat Reader which can be downloaded from Adobe by clicking on the icon below.
| The following materials are available as PDF files. | |
The deadline for electronic submission of the manuscript via the
paper submission site AND receipt of the manuscript packets via mail
or at the symposium is
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The electronic version of your manuscript. | |
| Additional information about preparing your manuscript
and the electronic version is available in the Resources for Authors
section. You may transmit a PDF version of your manuscript via a secure web site. The URL for transmission of the electronic version of your paper is given in the "How to Submit" section. If you cannot make a PDF version of your manuscript, you must submit the Postscript version of your manuscript on either a 3 1/2" floppy disk or CD-R (compact disk) or a zip disk (100 MB) as part of the manuscript packet. If you cannot upload your PDF at the paper submission site, you can submit the PDF version on disk in your packet. If you do NOT submit (or transmit) a PDF or Postscript version, your manuscript will be scanned from the original hardcopy. | ||
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The manuscript packet | |
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The manuscript packet includes important documentation needed to
complete your submission. Even if you transmit your pdf version via the web site, you must still submit the manuscript packet described below for your submission to be considered complete! | ||
The manuscript packet includes the following materials:
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Author's Checklist click to download PDF | |
| The Author's Checklist is a handy check-off sheet to
remind authors of those materials that are to be submitted,
as well as to provide information to us about your electronic
submission. The checklist is available as a PDF document. |
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The hardcopy original of your manuscript. | |
| The original should be single-sided copy and
unbound. Number the pages as described in the
sample paper. To ensure that the hard copy and electronic versions
of your manuscript are identical, you should print
the hard copy original (camera ready copy) from your final PDF or
postscript file. If you cannot make a PDF or Postscript file
for your manuscript, the hard copy you make from your word processing
package will be scanned for the proceedings. | ||
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IEEE Copyright Form click to download *.doc file (Word 2000) | IEEE Copyright Form click to download PDF |
| Either version of this form may be used. Fill in the paper number, the full title of your paper and list all authors at the appropriate locations on this form. Sign and date the form according to the instructions. Keep a copy of this form for your records. Be sure to read the IEEE Copyright Policies, particularly sections 6.2.5 and 6.2.10. Your manuscript will NOT be published unless we have your signed copyright form. | ||
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Check for excess page charges (if relevant) | |
| If you exceed the page limit for your manuscript, you will be charged $125/page for up to two additional pages. Your excess pages will be included in the proceedings only if payment for the excess pages accompanies your manuscript. | ||
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The electronic version of your manuscript if you did not transmit your manuscript via the paper submission site. | |
| If you did not submit a PDF version of your manuscript
to the paper submission site, you should submit the
electronic version of your manuscript on either a 3 1/2" floppy disk
or CD-R (compact disk) or a zip disk (100 MB).
If you do NOT submit (or transmit) an electronic version, your manuscript will be scanned from the original hardcopy. | ||
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(optional)Reprint Order Form (optional) click to download PDF | |
| If you wish to order the optional reprints of your paper, fill out the reprint order form and include the form with necessary payment in your manuscript packet. This is a optional service provided to authors by FASS and is NOT required. | ||
ALL STEPS BELOW MUST BE COMPLETED NO LATER THAN 5:00 p.m. (17:00) HST on OCTOBER 7, 2003.
There are three steps to complete your manuscript submission.
| Step 1 | LOG-IN your submission at the paper submission site. | ||||||
| ALL authors MUST log-in their submission even if
electronic submission is not possible. During paper log-in,
you will enter the paper number (also referred to as the session
number), the paper tracking number (from your abstract submission),
the full title of your paper as it is to appear in the Table of
Contents of the proceedings, and the list of authors in the order
shown on your paper.
After you have entered the log-in information for your paper, you can
proceed directly to the upload step or you may log-out from the
site. | |||||||
| Step 2 | Submit your paper online - PDF required | ||||||
| If you cannot upload your PDF at the paper
submission site, you should submit the PDF on disk in your manuscript
packet.
If you cannot produce a PDF version of your manuscript, you must submit the
electronic version as a Postscript file on disk as part of your manuscript
packet. If you do NOT upload a PDF, or submit a PDF or Postscript
version on disk as part of the manuscript packet,
your manuscript will be scanned from the original hardcopy. After you have uploaded your PDF file, you will have the option to transmit a Postscript version of your manuscript as part of our trial. | |||||||
| Step 3 | Submit the manuscript packet by mail or at the conference. | ||||||
To submit by mail, send your
manuscript packet to the address below BEFORE the symposium.
turn in your manuscript packet to the manuscript submission desk in the registration area. | |||||||
All manuscripts are to be prepared on 8 1/2" x 11" paper, using the two column format described in the sample paper.
The following page limits apply:| Contributed papers: | Four (4) pages are allowed at no charge. |
| Invited papers: | Ten (10) pages are allowed at no charge. |
| For all papers: | Two (2) extra pages may be used at an excess page charge of $125/page. |
| You should submit the Extra Page Charge Form with your manuscript if you publish extra pages. click to download the PDF |
To make sure that your paper conforms to the "look and feel" of the Symposium proceedings, the following materials must be consulted.
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Sample Paper click to download PDF | |
| The sample paper, "Instructions for Preparing Your Manuscript for the 2003 IEEE Ultrasonics Symposium Proceedings", contains information on page size, page margins, suggested type fonts, heading styles, equation and graphic formats, as well as reference formats. The method of numbering the pages for your original manuscript is also described in this sample paper. | |
Electronic Manuscript Preparation Guidelines click to download PDF |
| The Electronic Manuscript Preparation Guidelines contains information specific to the electronic version of your paper, including embedding graphics and images, and how to label your electronic version for submission. Many of the guidelines will also have an effect on your hardcopy submission. | ||
Additional Resources for Authors
Two other good resources to consult when preparing your manuscript
are the "Information for Authors"
document and the "Guidelines for Author Supplied Electronic Text and
Graphics" document, both of which can be downloaded
as PDF files from the IEEE Periodicals: Transactions/Journals Department.
Section IV of the "Information for Authors" contains additional information on
acceptable reference formats, figures, tables, mathematical notation
and scientific units and abbreviations.
The "Guidelines for Author Supplied Electronic Text and Graphics"
document contains
EXCELLENT examples of "Bad" and "Good" graphic images. Even though
most of the information in this second document does NOT apply to
your symposium paper, you might get some tips that will help as you
prepare your graphic images for your paper.
Both the "Information for Authors" and the "Guidelines for Author
Supplied Electronic Text and Graphics" can be downloaded
by following the links from the IEEE "Tools
for Authors"
web page.
Regular contributors are allotted a 15 minute presentation time. Your presentation should last no more than 12 minutes, leaving at least three minutes for questions from the audience. Invited contributors have a 30 minute presentation time. Invited speakers should plan on using 20-25 minutes for the presentation itself, leaving the remaining time for questions from the audience. Speakers must not exceed their allotted time.
Each oral session room will have an overhead projector and an LCD computer projector. Each LCD projector will be connected to a four-port switch box so that multiple computers can be set up prior to the beginning of the session.
Presenters must arrive at least 15 minutes prior to the session to introduce yourself to the session chair and to coordinate the order in which computers will be connected to ensure a smooth transition between presenters during the session.
Poster size for this year's symposium is 4 feet in HEIGHT and 8 feet in WIDTH (1.2 m by 2.4 m). Setup and take-down times are given in the Advance Program booklet for the Symposium. Regular Posters will use one (1) poster board. Invited Posters may use up to two (2) poster boards for their presentation.
One or more of the authors of a poster paper or another individual qualified to discuss the technical aspects of the paper MUST be present for the entire session in which the poster is presented.
Additional Resources for Presenters:
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Special AV Request Form click to download PDF | |
| Speakers requiring special audio-visual equipment must
complete this form and
return it to the individual named on the form. The deadline to return this form is September 8, 2003. |
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Guidelines for Oral Presentations click to download PDF | |
| This document give some tips on preparing your visual aids for projection and tips on your actual presentation. | ||
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Guidelines for Poster Presentations click to download PDF | |
| This document gives some tips on preparing your poster to maximize its impact on viewers. Also included are tips for your presentation. | ||
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Search the Web! | |
| For tips on effective Oral and Poster Presentations, search the web by entering the key words "Oral Presentation Tips" or "Poster Presentation Tips" into your favorite Internet search engine. There are lots of excellent resources available to assist you in giving your best possible presentation. | ||
| If you have questions about.... | |
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the electronic submission process, then contact Ron Keller at FASS, |
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the sample paper and the instructions included, then contact Susan Schneider, |
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the manuscript package to be mailed or submitted at the conference, then contact Gayle Gleichman at FASS. |
This year's submission via secure web site is a trial. We expect that electronic submission via the secure web site will be MANDATORY for the 2004 IEEE Ultrasonics Symposium Proceedings.
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