Final Paper Submission Instructions for Authors

Please note the following important dates:

  • Camera Ready/Final paper submission: August 21, 2017

Note: If after reading all instructions, you still have questions, please contact
fnovillo@fiec.espol.edu.ec

1. Formatting Instructions

Please format your final paper as a PDF file in the IEEE conference proceedings in two-column format (same as the submission format). Papers can be up to 6 pages in length (max).

Please follow the formatting instructions and templates from IEEE. Be sure to use the template’s conference mode.
You can download A4 template and Latex templates are available from:
http://www.ieee.org/conferences_events/conferences/publishing/templates.html

Use the A4 format. DO NOT use the US Letter format and do not paginate your paper.

2. Copyright Notice

Before submitting your paper, you must add the copyright notice at the bottom of the first page of your source document (MS Word or LaTeX). PLEASE ADD the appropriate copyright notice to your paper. It should go at the bottom of the left column, first page only.

The copyright notice should appear about 0.5 cm below the left column, and should be aligned to the left with the same left margin as the column.

Note that the copyright notice may differ depending on the authorship. Please select the appropriate copyright notice to add to your manuscript based on the criteria below:

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:

978-1-5386-3894-1/17/$31.00 ©2017 Crown

For papers in which all authors are employed by the European Union, the copyright notice is:

978-1-5386-3894-1/17/$31.00 ©2017 European Union

For all other papers the copyright notice is:

978-1-5386-3894-1/17/$31.00 ©2017 IEEE

Please, use the  appropriate copyright notice to add to your manuscript according to these instructions. If necessary contact Omar Aguirre at oaguirre@usfq.edu.ec

3. PDF eXpress Plus Online File Conversion/PDF Validation Tool

All papers submitted for publication must meet the IEEE standards. Access to PDF eXpress Plus site, the IEEE’s online file conversion/PDF validation tool, will assist authors in preparing suitable electronic files of their final papers. PDF eXpress Plus helps authors convert their papers into IEEE Xplore-compatible PDF files (conversion function) or to check their own PDF files for IEEE Xplore compatibility (PDF validation function).

Important: After using PDF eXpress Plus, you will still need to submit the IEEE Xplorecompatible PDF file of your final paper later in this publication submission process (see STEP 6).

a) Proofread your source document thoroughly to confirm it requires no revision

b) PDF eXpress Plus:

Go to http://www.pdf-express.org/plus and follow the instructions.
Conference ID: 41608XP

c) If you would like to create your own PDF file, please change the setting on your PDF distiller to insure your paper meets IEEE PDF specifications. Basic PDF distiller settings MUST be changed to:

o Optimized,
o Acrobat 5.0 compatibility,
o ALL graphics at least 300 dpi resolution (higher if preferred),
o ALL fonts MUST be embedded and subset,
o Postscript settings DO NOT override distiller settings

IMPORTANT: Authors must check their final PDF files before submission to verify that all fonts have been properly embedded and subset. Some font manufacturers now flag their fonts to not embed. These fonts must be avoided.

d) If you would like to submit your source file to PDF eXpress Plus for conversion and validation, PDF eXpress Plus converts the following file types to PDF:
o Postscript
o Microsoft Word
o Freelance
o PageMaker
o FrameMaker
o Word Pro
o WordPerfect
o QuarkXpress*
o Rich Text Format
o (La)TeX (DVI and all support files required)*

* For documents created in formats that do not embed source files, include all support files with the final manuscript in a compressed archive for submission. If it is possible to embed images in the source document, you should do so to avoid potential issues, such as missing graphics.

e) You will receive an email with your checked pdf or IEEE pdf eXpress-converted PDF attached. If you submitted a pdf for checking, the email will show if your file passed or failed. In case you submitted a pdf file that failed the check, please address the required issue and submit a new file for checking

IMPORTANT: Any changes made to a PDF after IEEE PDF eXpress Plus conversion or PDF checking may invalidate Xplore compatibility. This includes headers, page numbers, copyright notice, watermarks, etc. If any of these elements are desired, they should be added to the document before a PDF is created.

All PDFs to be included in IEEE Xplore (e.g. title page, copyright page, author index, etc.) should be validated through PDF eXpress for Xplore compatibility.

4. Renaming your PDF File for Submission

The certified acceptable file you receive from PDF eXpress will be given a filename in the form PID123456.pdf. You should rename this exact file to conform to the following naming convention: lastname-paperID.pdf, where lastname is the last name of the first author, and paperID is the ETCM paper ID assigned to the submission.

5: Submitting a Copyright Release Form

All authors have to submit the copyright of their papers to IEEE in order to have their papers included in the ETCM 2017 program and conference proceedings. The authors must obtain all clearances related to the publication. You can download the copyright formfrom the IEEE Copyright Form web page:

http://www.ieee.org/publications_standards/publications/rights/copyrightmain.html

Go to the Viewable and printable versions of the IEEE Copyright Form section and download the appropriate form to fill in either pdf or doc. This copyright release form MUST be COMPLETED when you are submitting your paper.
Please note that you are stating that the material in your paper is original and you have not previously released copyright for this paper to another party. We cannot publish your paper without this properly completed form. In order to achieve successful transfer of Copyright, please make sure that the order of the authors and the title you input in the online form are identical to what is provided in the final paper.

A scanned copy of the signed IEEE copyright form should be sent by email to Omar Aguirre at oaguirre@usfq.edu.ec

6: Final Paper PDF File Submission

Submit your paper through PDF eXpress Plus and when you are happy with the PDF file, click on the “approve for collection” link. Rename your file as explained in Step 4. Your paper will be collected from the PDF eXpress Plus site.
Deadline for Revised Paper Submission: Monday 21th of August. This is a hard deadline for revised papers to be included in the ETCM 2017 Proceedings on ieeeXplore.

Important: Register for the Conference

To be published in the ETCM 2017 Conference Proceedings, an author of an accepted paper is required to register at the regular registration rate and must present the paper at the conference. IEEE ETCM 2017 Conference Registration Site is now live!

2 thoughts on “Final Paper Submission Instructions for Authors

    1. Dear Carlos, If you submit your final paper using the PdfExpress system them that is enough. It is not mandatory to update the file in the EasyChair system.

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