1. General

Common conditions to be satisfied for obtaining approval of Joint lectures/symposiums/conferences with IEEE Kolkata Section:

1.1 Any technical lecture/symposium/conference proposed to be held jointly with IEEE Kolkata Section must obtain approval from the Section. In case the venue is covered by the geographical area of any of its Sub-section, approval must be obtained from the concerned Sub-section before applying to the Section. Any Institution can apply for hosting the same.

1.2 The term "Institution" shall imply an individual College, an Affiliated Institute, a University, Research Establishment or Industry but not a group of colleges or others.

1.3 All technical lectures/symposiums/conferences co-sponsored directly by the IEEE or by any of its Societies, being held within the geographical area of IEEE Kolkata Section must also obtain approval from the Section. In case the venue is covered by the geographical area of any of its Sub-section, approval must be obtained from the concerned Sub-section before applying to the Section.

1.4 Based on topics of subject coverage of a symposiums/conference, Society Chapter(s) associated with the IEEE Kolkata Section may technicallysponsor such eventsas per their individual policies (technical and financial). It is recommended to intimate in writing to the IEEE Kolkata Section and Sub-section (if venue is covered by the geographical area of the sub-section) regarding such approval.The approval of the event, if granted, by the concerned society should be independent and should not be 'connected' with same from Kolkata section. The organizing institute must abide the rules of sponsorships from IEEE Kolkata section and the concerned society independently.

1.5 When the technical lecture/symposium/conference is approved, the name of IEEE Kolkata Section and its logo, shall be mandatorily displayed in easily readable font size on all hand-outs, posters, flexes and on the dais of the event and on the event website. The rectangular logo of the IEEE involving the Franklin kite is a registered trade mark and cannot be used other than by a Geographic unit of the IEEE.

1.6 Applications for all event/symposium/conference must be received before the stipulated date.

1.7 When a conference is technically co-sponsored by a Society/Chapter/Sub-Section and approval for IEEE Xplore is required for publication, the necessary MoU with IEEE may need Concurrent Approval from IEEE Kolkata Section. All such cases must be intimated in advance to the IEEE Kolkata Section in writing. IEEE Kolkata Section will independently evaluate the merit of each such proposal and will charge a part of the TCS processing fee of Rs. 5000 initially from the organizers, in addition to the TCS fee payable to the IEEE. The balance i.e., Rs. 20,000 is to be paid only after approval in the EXECOM meeting but before signing of MoU by IEEE Kolkata Section with IEEE MGA and shall be non-refundable. In case of concurrent approval IEEE Kolkata Section will retain 50% of such processing feeand the remaining 50% to be shared with the technical co-sponsoring Society/Chapter/Sub-Section(s). In all such cases, however, the conference must follow the respective policies/logo/banner of its technical co-sponsoring Society/Chapter/Sub-Section, and must not use the Technical Co-Sponsorship title of IEEE Kolkata Section explicitly. If the organizers also need the Technical Co-Sponsorship of IEEE Kolkata Section, they must strictly abide by the rules and regulations laid down in its technical co-sponsorship guidelines. In such a case, there will be no revenue sharing with the Society/Chapter/Sub-Section(s).

1.8 As such, when IEEE Kolkata Section collects fees for technical co-sponsorship for any conference, already technically co-sponsored by other Society/Chapter/Sub-Section(s), IEEE Kolkata Section will not share the revenue with the Society/Chapter/Sub-Section(s).

1.9 The IEEE Kolkata Section reserves the right to deny approval due to any non-compliance with its policies, which may be modified from time to time, or as resolved by its EXECOM in the interest of the Section.

1.10 The IEEE Kolkata Section reserves the right to make exceptions and grant approval, even if few non-compliance with its policies exists, as would be resolved by its EXECOM, depending on the specific non-compliance, the merit of the case and on the interest of the Section, provided a written request to that effect is made by the hosting Institution.

1.11 In case of any non-compliance of the hosting institution observed after the grant of approval or co-sponsorship, where exception has not been granted by the IEEE Kolkata Section, the IEEE Kolkata section reserves the right to withdraw the approval or co-sponsorship and to further deny permission for the next event at the same institution.

1.12 For any technical lecture/symposium/conference proposed to be held jointly with IEEE Kolkata Section, the hosting Institution is expected to preserve the reputation of IEEE. For conferences, the Institution is additionally required to ensure good quality of publication under IEEE so that it continues to be indexed by other like Clarivate, etc., and avoid legal risks by making plagiarism checks.

 

2. Approval Process of Joint Lectures

Conditions to be satisfied for obtaining approval of joint Lectures with IEEE Kolkata Section:

2.1 Applications for joint Lectures from hosting Institutions must be received along with brief Bio-data of the Speaker/s at least 30 days before the date of the lecture.

2.2 Any lecture may be jointly organized with any of its Societies or its Sub-sections without seeking approval from the IEEE Kolkata Section.

 

3. Technical Co-Sponsoring Eligibility for Conferences

Conditions to be satisfied for obtaining approval of joint Technical Conferences/Symposiums with IEEE Kolkata Section:

3.1 For a particular hosting institute, Technical Co-sponsorship will be granted to only one Conference/Symposium in two years for a particular department. However, the total number of Co-sponsorships granted amongst various departments within the same institute in a year (365 days) cannot exceed three (3).

3.2 Every conference/symposium Technically Co-sponsored by the IEEE Kolkata Section, must increase the total number of IEEE members by at least five (5) and must increase the total number of IEEE student members by at least ten (10) from the concerned institute hosting the Conference/Symposium.

3.3 Applications for Technical Co-sponsorship must be received at least 06 (six) months before the starting date of the conference.

3.4 For First Time Applicants: For a National Conference,there should be at least two (2) faculty members, who are IEEE members in the applicant (hosting) institute at the time of application. Foran International Conference this figure is minimum 4 (four).

3.5 For Applicants who have received technical co-sponsorship earlier: For a National Conference,there should be at least 3(three) faculty members, who are IEEE members, in the applicant (hosting) institute at the time of application. for an International Conference, this figure is minimum 6 (six).

 

4. Conditions to be satisfied for applying of technicalco-sponsorship of Conferences from IEEE Kolkata Section:

4.1 Only regular Technical Conferences/Symposiums shall be eligible for Co-sponsorship from the IEEE Kolkata Section.

4.2 The Organizers of the conference/symposium from the hosting institution must submit an undertaking to abide by the IEEE MGA rules regarding payments to be made in US$ to IEEE, which may change from time to time.

4.3 All IEEE members (including students) registered for the event must be given at least 15% discount from the respective regular registration fees in all conferences technically co-sponsored by IEEE Kolkata Section.

4.4 The applicant institution (hosting institution) must submit a Declaration on its official stationery in the prescribed format to IEEE Kolkata Section.
The declaration must be signed (with seal) by the Head of the Institution, who should be working (full time in-service) in a in substantive post, in a responsible position of organizational structure. In case of a Conference, the General Chair of the Conferencewill be the primary contact point on behalf of the conference organisers.

4.5 A conference with published proceedings shall have minimum following portfolios, which must be detailed in the co-sponsorship application:

(a). General Chair: Responsible for overall conducting of the event and coordination with various sub-committees and IEEE Kolkata Section. The General Chair should be a permanent employee working in a higher designation.

(b). Technical program Chair (Responsible for technical program and review process): The Technical Program chair should be an experienced researcher having papers published in leading SCI journals related to the theme of the conference.

(c) Publication Chair (responsible for publication of accepted papers in the Proceedings as per IEEE policies of publications): Should be in a responsible position, preferably holding a PhD degree and fully conversant with IEEE publication rules and ethical principles.

4.6. The paper submission, peer-review and communication to the authors should be done through an online system. The conference organisers must use a reputed plagiarism check software for similarity check of submitted manuscripts. The Online review system should be transparent to the representative of the IEEE Kolkata Section who will oversee the technical program.

4.7 The organisers of the event will involve experienced researchers as members of the Technical Program Committee (TPC). The peer review process should be transparent to the authors, and all possible conflict of interest should be avoided in thereview process.

4.8 The organisers must sufficiently publicise the IEEE and its activities during the event. The conference venue (physical) must provide a small information kiosk displaying the IEEE posters, flyers and other publicity material to be provided by IEEE Kolkata Section (on prior request).

4.9 Upon completion of the Conference/Symposium, a technical summarysigned by the Conference/symposium Chair, must be submitted to the Section within 30 days or within 31st December, whichever is earlier to IEEE Kolkata Section. This report should summarise the following:

(a) Invited and keynote speakers of the event:

(b) Total numbers of submissions and acceptance rate:

(c) Number of papers presented in the event:

(d) Publicity of IEEE in the event and possible membership opportunity out of the event:

This A summary presenting the technical details must be submitted at the time of the next application of the same conference from the same institution.

4.10It is strongly desired that for Technical Co-sponsorship of an "International" Conference, at least 10%of Program Committee Members, 01 (one)invited speaker and/ Or, at least 5% of the submitted papers must be from outside India.

4.11 The inclusion of the faculty members/ researchers must not exceed 40% of the total members in the Technical Program Committee (TPC).This is to ensure the global participation of neighbouring / other institutions and to avoid any bias / conflict of interest for evaluation of submitted papers.

 

5. Technical Co-sponsorship Process

5.1 The hosting institute must submit the technical co-sponsorship application online through the following link: . No other form of email application will be entertained.

5.2. The host institute must also submit the following documents as PDF form, all signed by the General Chair (for Seminar and Conference) or Coordinator (for lectures/ Works etc.)and upload in the application portal:

(a) Agreement of general terms and conditions

(b) Technical Program Quality Questionnaire

(c) Event Brochure

(d) Full details of the Technical Program Committee in the format as specified in the form available in Kolkata Section website.

5.3 Upon receipt a reference ID of the event will be provided to the organisers from IEEE Kolkata Section.

5.3 The approval / rejection of the application will be communicated to the organizers through email.Upon approval, the organizing institute will be informed to deposit the co-sponsorship fees (as applicable) to the designated account of IEEE Kolkata Section.

 

6. For Technical Co-sponsorship with paper uploading in IEEEXplore Digital Library:

6.1 For a particular hosting institute, Technical Co-sponsorship with approval for IEEE Xplore will be given to only one Conference in two years for a particular department (700 days minimum gap between the starting dates). However, the total number of Co-sponsorships granted amongst various departments of the institute within a year (365 days) cannot exceed two (2).

6.2 Every Conference Technical Co-sponsored by the IEEE Kolkata Section must increase the total number of IEEE members by at least 3(three) and must increase the total number of IEEE student members by at least 10 (ten) from the concerned institute hosting the Conference.

6.3 Applications for Technical Co-sponsorship must be received at least 12 (twelve)months before the starting date of the event.

6.4 The applicant (hosting) institute must have organized at least 2 (two) conferences within last five years, all Technically Co-sponsored by IEEE Kolkata Section, for which the technical summary (as mentioned in 4.9) must be submitted.

6.5 There must be an active IEEE Student Branch at the hosting Institute for which the last 365 days (one year) activity report must be submitted along with the name & affiliations along with IEEE membership numbers of the Branch Counsellor and existing student members.

6.6For a National Conference, there should be at least 5 (five)faculty members, who are IEEE members, in the applicant (hosting) institute at the time of application, and minimum 8 (eight)IEEE members for an International Conference.

6.7 The Technical Program Chair must be of high technical standing, preferably holding a PhD degree in the related filed of the conference, and, should have at least 4 publications in SCI journals in the immediately preceding4 (four)years.

6.6 The applicant (hosting) institute must have subscribed to IEEE Digital Library for at least one year prior to the year of application.

6.7The review period (submission deadline to notification of acceptance) must be substantial (two months at least) to carry out quality reviews by the experts. Each submitted paper must be subjected to blind reviews by at least two reviewers, with one reviewer assigned to not more than five papers. The online review system should be transparent to the "IEEE Kolkata Section Nominee" (detailed in 6.11).

6.8 Papers outside the scope of the conference, short papers, papers with minimal research, papers with minimalnew technical contribution must be rejected.

6.9 The conference must adopt 'IEEE No-show policy' to the papers which are not presented by one of the contributing authors at the conference venue while sending the proceedings to IEEEXploreDL. Exception may be granted in case of written excuse by the authors with sufficient and valid reasons.

6.10 The inclusion of the faculty members/ researchers in the Technical Program Committee (TPC) must not exceed 40% of the total members of the organizing institute. Also, no more than 30% of the total accepted papers should be from the Institution (or its group) hosting the Conference. This is to ensure the global participation of neighbouring / other institutions in the event and to avoid any bias / conflict of interest for evaluation of submitted papers.

6.11Upon approval of the technical co-sponsorship, the IEEE Kolkata Section shall nominate a representative, to whom the paper review process must be transparent. The organisers must create a new position, designated as the "IEEE Kolkata Section Nominee", in the Advisory Committee of the Conference. On requirement, the representative willadvice the conference organizing committee on various technical matters. Written clearance from "IEEE Kolkata Section Nominee"shall be mandatory to proceed with post-conferenceuploading the proceedings for publication in IEEEXplore Digital Library. The conference organizers shall bear the travel/boarding expenses of the nominee in occasional physical meetings and during the conference.

6.12 It is to be understood that by approval of the "Technical co-sponsorship along with paper uploading in IEEEXplore Digital Library" for a conference, IEEE Kolkata section provides no guarantee for the post conference inclusion of the presented papers in IEEEXplore Digital Library. IEEE has an independent policy forqualitychecking of the papers which are uploaded post conference for inclusion in IEEEXplore Digital Library. IEEE Kolkata Section will not undertake any responsibility if any paper is excluded from being included in IEEEXplore Digital Library.

For making an application for co-sponsorship of IEEE Kolkata Section for any conference please submit the following three documents on official stationary and signed by the head of the institution/organization:

1. Declaration to get Technical Co-Sponsorship (Download format - Hyperlink to the file - Declaration_Institute_Responsibility.doc)
2. Information to be submitted for getting Technical Co-Sponsorship (Download format - Hyperlink to the file - Format_Information_Institute.doc)
3. Technical Program Quality Questionnaire (Download format - Hyperlink to the file" Technical Program Quality Questionnaire.doc)

• Co-Sponsorship Format Declaration Institute Responsibility
• Technical Program Quality Questionnaire
• Co-Sponsorship Format Information Institute

Please read the following documents in order to organize a co-sponsored event:

• MGA Conference Sponsorship Process
• How to Organize IEEE Conference
• Technical Program Committee Responsibilities

Suggested Structure and responsibility of Technical Program Committee (TPC):

The Technical Program Committee (TPC) is responsible for ensuring a well-balanced, high-quality conference program. The TPC handles all issues related to paper submission, peer-review and selection and the establishment of the final conference program.

Members of the Committee members should be chosen from domain experts in their fields and may represent different areas within the coverage areas of the conference. The number of members needed for the TPC and their functions they perform should be decided based on expected number of submissions, number of tracks (if any) and scope of the conference will dictate. As a simple thumb rule, if n is the expected number of submissions, and m is the minimum number of reviewers to be secured per paper, and each reviewer (TPC member) to be assigned p number of papers, the nominal number of TPC members should be = (m x n)/p The Conference TPC should be headed by a Program Chair, and who should be primarily responsible, along with the Core Committee of the Conference to decide the technical program.

Primary responsibilities of the TPC include:

• Decide on the online submission portal for papers and instructions for submission (like page limit, template etc.) to the authors.
• Determining the important dates and deadlines relating to the technical program. (i.e., paper submission, review, plagiarism check, initial acceptance notification, review compliance and final acceptance, camera-ready copies).
• Design and circulation of the Call for Paper flyer.
• Deciding on tracks, track chair and minimum number of reviews per submission.
• Recruiting prospective researchers as members of TPC.
• Assigning appropriate reviewers to submitted papers and monitoring the peer review Process through online system.
• Maintaining standard of review process as per IEEE Ethical Policy of peer review.
• Preparing the list of accepted papers and notification to the authors.
• Finalizing the technical program, use of session tracks, acceptance rate of submitted papers etc.
• Coordinating with Publications Chair for the creation of the conference proceedings.
• Understanding IEEE's responsibilities with respect to International Traffic in Arms Regulation (ITAR) as well as IEEE's policy for handling manuscripts from authors in embargoed countries based upon rulings of the United States Office of Foreign Assets Control (OFAC).