Instruction for Author
Introduction
The ISSPA10 paper submission and review processes will be entirely electronic and will be conducted on-line as described below:
- Full-Paper Proposals: Authors who wish to participate in the conference need to register with the on-line submission system and then use it to submit their full-paper proposals. This submission must be completed on or before the "submission of full-paper proposals" deadline.
- Review Process: Paper proposals will be reviewed, using the on-line review system, by experts selected by the conference Technical Program Committee for their demonstrated knowledge of relevant topics. The authors must not indicate their names and affiliations in the body of the paper. The results of the review process will be posted on this website, and authors will also be notified by email. Review results will be ready by the "notification of acceptance" deadline shown below.
- Camera-Ready Papers/Final Papers: Authors of accepted proposals will prepare a final version of their paper and will submit it using the on-line submission system. This version of the paper will be substantially the same as the paper proposal but will take into account reviewers' comments. The final paper must be completed and submitted on or before the "submission of final version of paper" deadline.
- Registration: The final version of an accepted paper will appear in the conference proceedings provided that at least one of the authors registers, with payment, at the full author rate. This must be carried out on or before the "author registration" deadline.
Format
To make the review process easy for reviewers, and to assure that paper proposals and final papers are readable through the on-line review system, authors are asked to submit proposals that are formatted according to the instructions given below. Paper proposal document formatting is identical to final paper formatting. Paper proposals not conforming with the required format will be rejected without review. Similarly, final papers not conforming with the required format will not appear in the proceedings.
Instructions
Authors are required to complete the procedures in the following list before the specified deadlines. Detailed guidelines for each of these procedures are provided below.
Step 1: Complete a properly formatted proposal.
Use the following guidelines when preparing your proposal:
LENGTH: You are allowed a total of 4 pages for your paper. This is the maximum number of pages that will be accepted, including all figures, tables, and references. Any papers that exceed the 4 page limit will be rejected without review.
LANGUAGE: All papers must be in English.
PAGE SIZE AND MARGINS:
- Papers should be formatted for standard A4 size (210 x 297 mm) paper.
- All printed material including text, illustrations, and charts, must be kept within a print area of 172 mm (6.75 inches) wide by 247 mm (9.7 inches) high. Do not write or print anything outside the print area.
- The left margin must be 19 mm (0.75 inch).
- The top margin must be 25 mm (1.0 inch), except for the title page where it must be 35 mm (1.375 inches).
- Text should appear in two columns, each 82 mm wide with 8 mm space between columns.
- On the first page, the top 50 mm (2") of both columns is reserved for the title, author(s), and affiliation(s). These items should be centered across both columns, starting at 35 mm (1.375") from the top of the page.
- The abstract should appear at the top of the left-hand column of text, about 12 mm (0.5") below the title area and no more than 80 mm (3.125") in length. The abstract is followed by a line index terms as described below. Leave 12 mm (0.5") of space between the end of the index terms line and the beginning of the main text.
- A format sheet with margins and placement guides is available in the following formats:
o A PDF file (most accurate, when you print this file, make sure the "shrink to fit" box is not checked)
o A PS file
- After printing one of the above files, stack it on top of your printed page and hold it up to the light so that you can easily check your margins and see if your print area fits within the space allowed.
TYPEFACE: To achieve the best viewing experience for the review process, printed conference proceedings, and CD-ROM proceedings we strongly encourage authors to use Times-Roman font. If a font face is used that is not recognized by the submission system, your paper will not be reproduced correctly. Use a font size that is no smaller than 9 points throughout the paper, including captions. A font size of 10 points is recommended. True-Type 1 fonts are preferred.
TITLE: The title should be centered with all letters capitalized and in 14-points boldface type. Do not use LaTeX math notation ($x_y$) in the title; the title must be representable in the Unicode character set. Also try to avoid uncommon acronyms in the title.
AUTHOR LIST: The authors' name(s) should appear below the title centered with capital and small letters and in italics type. The authors' affiliation(s) should appear below the names centred with capital and small letters. Papers with multiple authors and affiliations may require two or more lines for this information. The order of the authors on the document should exactly match in number and order the authors typed into the online submission form.
ABSTRACT: Each paper should contain an abstract of 100 to 150 words that appears at the beginning of the paper. Use the same text that is submitted electronically during the on-line submission process.
INDEX TERMS (KEYWORDS) : Enter up to 5 keywords separated by commas. Keywords may be selected from the IEEE keyword list found at:
http://www.ieee.org/organizations/pubs/ani_prod/keywrd98.txt
BODY:
- Major headings appear in boldface all capital letters, centered in the column, with one blank line before, and one blank line after. Subheadings appear in boldface capital and small letters. They start at the left margin of the column, with one blank line before and one blank line after. Sub-subheadings are discouraged, but if they must be used, they should appear in italics small letters (with only the first letter of the first word capitalized), and start at the left margin of the column, with one blank line before and with paragraph text beginning directly on the following line. For all headings, use Arabic outline numbering with a period after the heading number, not a colon.
- All text must be fully justified with single-line spacing. The first paragraph in each section should not be indented, but all following paragraphs within the section should be indented.
ILLUSTRATIONS AND COLOR:
- Illustrations must appear within the designated margins. They may span the two columns. If possible, position illustrations at the top of columns, rather than in the middle or at the bottom.
- Caption and number every illustration. Figures and tables should be numbered consecutively and separately from each other. The illustration number should be a bold Arabic number followed by a period, e.g. Figure 1. or Table 1. The caption itself should not be in bold and should be centred below the figure or above the table.
- All halftone illustrations must be clear in black and white. Color illustrations will appear in the CD-ROM version of the proceedings, but the printed version will be produced in black and white. Therefore, make sure that your illustrations are acceptable when printed in black and white.
EQUATIONS: Number equations consecutively with Arabic numbers in parentheses placed at the right hand margin of each column.
REFERENCES: List and number all references at the end of the paper. The references can be numbered in alphabetical order or in order of appearance in the document. When referring to them in the text, type the corresponding reference number in square brackets as shown at the end of this sentence [1]. The end of the document should include a list of references containing information similar to the following examples:
[1] A.B. Smith, C.D. Jones, and E.F. Roberts, "Journal article title," Journal Name, vol. 1, no. 3, pp. 1-10, Mar. 2000.
[2] C.D. Jones, A.B. Smith, and E.F. Roberts, Book Title, Publisher, Location, 2000.
[3] A.B. Smith, C.D. Jones, and E.F. Roberts, "Conference paper title," in Proc. Conference Name, Location, Dates, pp. 11-14.
FOOTNOTES: Use footnotes sparingly (or not at all!) and place them at the bottom of the column on the page on which they are referenced. Use 9-point type, single-spaced. To help your readers, avoid using footnotes altogether and include necessary peripheral observations in the text (within parentheses, if you prefer, as in this sentence).
PAGINATION: Please do not paginate your proposal. We will add appropriate page numbers to accepted papers when the conference proceedings are assembled.
STYLE AND EXAMPLE FILES: The following style and example files are available for users of LaTeX and Microsoft Word:
We recommend that you use the sample Word file or LaTeX files to produce your document, since they have been set up to meet the formatting guidelines listed above. Although the LaTeX environment has been extensively tested, there may be rare instances when it is not fully robust.
File Format: Papers must be submitted in Adobe's Portable Document Format (PDF). The 'IEEE Requirements for PDF Documents' MUST be followed EXACTLY. The conference is required to ensure that documents follow this specification. The requirements are enumerated in:
IEEE Requirements for PDF Documents v3.2 [PDF]
The submitted file:
- must not be in compressed format
- must not have Adobe Document Protection or Document Security enabled,
- must have 'A4' (210 x 297mm) sized pages,
- must be in first-page-first order, and
- must have ALL FONTS embedded and subset.
It particular, it is extremely important that ALL FONTS ARE EMBEDDED in the PDF file. There is no guarantee that the viewers of the paper (reviewers and those who view the proceedings CD-ROM after publication) have the same fonts used in the document. If fonts are not embedded in the submission, you will be contacted and asked to submit a file that has all fonts embedded. Please refer to your PDF file generation utility's user guide to find out how to embed all fonts.
Information for LaTeX users
When preparing the paper under LaTeX, it is preferable to use scalable fonts such as Type I, Computer Modern. However, quite good results can be obtained with the fonts defined in the style file recommended above.
PDF files with Postscript Type 3 fonts are highly discouraged. PDF files utilizing Type 3 fonts are typically produced by the LaTeX system and are lower-resolution bitmapped versions of the letters and figures. It is possible to perform a few simple changes to the configuration or command-line to produce files that use PostScript Type 1 fonts, which are a vector representation of the letters and figures. An excellent set of instructions is found at:
Creating quality Adobe PDF files from TeX with DVIPS
For most installations of LaTeX, you can cause dvips to output Type 1 fonts instead of Type 3 fonts by including -Ppdf option to dvips. The resulting Postscript file will reference the Type 1 Computer Modern fonts, rather than embedding the bitmapped Type 3 versions, which cause problems with printers.
Some LaTeX installations also include pdflatex, which produces acceptable PDF files as well.
Filename: The filename of the document file is not important since the submission system will rename the file but please make sure that you use .pdf extension for the file. After you submit the paper, please make a note of your paper number and use it in all your correspondence.
File Size Limit: Authors will be permitted to submit a document file up to 1 MB (megabyte) in size. To request an exception, please contact the conference secretariat.
Step 2: Submit the proposal electronically.
Gathering the required information: When you have your document file ready, gather the following information before entering the submission system: Document file, Name, affiliation, address, and e-mail address of each author, Paper title, Text file containing paper abstract in ASCII text format (for copying and pasting into web page form).
Obtaining an account: Please obtain a username and password from the on-line submission system. This can be done as follows:
Please make a note of your username and password as you will need them to make more submissions, edit existing submissions, update personal information, and submit final version of papers.
Submitting the proposal: Go to the paper submission page
ISSPA10 Paper Submission Page
When you submit your proposal, you will be asked to enter the paper title, keywords, abstract text, subject category, and authors' contact information. You will also be asked to upload the file containing your proposal. Depending on the size of your file and your internet connection speed, the file upload may take a few minutes. If all necessary information has been entered, the system will display a short message giving you the ID number of your paper. You will also receive an e-mail notification with the details of your submission. If you do not see the confirmation page after uploading your file, you may not have successfully completed your file upload. If you encounter trouble, please contact the conference secretariat.
Step 3: Check the ISSPA10 website for the status of your paper.
Review Process: Your submitted proposal will be checked for errors and you will be notified if you need to re-submit your proposal. If your submission passes inspection, it will be entered into the review process. Depending on the subject of your proposal, the Technical Program Chairs will assign your paper to a committee of reviewers for their demonstrated knowledge in the subject of your proposal. The reviewers will review your proposal and will rate it according to quality, relevance, originality, and clarity of presentation. The conference Technical Program Committee will use these reviews to determine which papers will be accepted for presentation during the conference.
Review Results: The Technical Program Committee's decision will be posted on the website by the "notification of acceptance" deadline shown above. Authors can login using their on-line username and password and check the status of their paper and the reviewer comments. The review result, along with reviewer comments if any, will also be communicated to the submitting authors by email.
Step 4: Revise accepted papers for final submission.
Revising Accepted Papers: If your paper is accepted by the review process for presentation and publication at ISSPA10, you should prepare your final paper for submission. This will be substantially the same as the paper proposal but must take into account reviewers' comments. The ISSPA10 Technical Program Committee reserves the right to reject a final paper if the reviewers' comments are not adequately addressed.
Final Paper Formatting: When preparing your final document, use the same formatting specifications described above. Final papers not conforming with the required format will not appear in the proceedings.
Step 5: Verify that your final paper is IEEE Xplore compliant.
ISSPA10 papers will be included in IEEE Xplore®. Therefore, all final paper files must adhere to the IEEE Xplore PDF specifications for compatibility. If your final paper file is not IEEE Xplore-compliant then it will be automatically withdrawn from presentation and publication.
Simplified requirements for creating PDF files for IEEE Xplore are enumerated in:
IEEE Requirements for PDF Documents v3.2 [PDF]
More details on creating IEEE Xplore-compliant PDF files can be found under "File Format" discussed in "Step 1: Prepare a properly formatted proposal" above.
In order to facilitate the process of creating and veriying PDF files, ISSPA10 has registered for use of the IEEE tool: IEEE PDF eXpressT. This is a free service to IEEE conferences, allowing their authors to make IEEE Xplore-compliant PDFs (Conversion function) or to check PDFs that authors have made themselves for IEEE Xplore-compliance (PDF Check function).
In order to verify that your final paper is IEEE Xplore-compliant please follow the steps below:
1. Go to the IEEE PDF eXpress site and log-in as follows:
First-time users:
a. Click "New Users - Click Here".
b. Enter ISSPA10 for the Conference ID, your email address, and choose a new password. Continue to enter information as prompted.
c. You will receive online and email confirmation of successful account setup.
Previous users, but using it the first time for the ISSPA10 conference:
a. Enter ISSPA10 for the Conference ID, your email address, and enter the password you used for your old account.
b. When you click "Login", you'll receive an error saying you need to set up an account. Simply click "Continue". By entering your previously used email address and password combination, you will enable your old account for access to the ISSPA10 conference.
c. Check that the contact information is still valid, and click "Submit".
d. You will receive online and email confirmation of successful account setup.
Returning users:
a. Enter ISSPA10 for the Conference ID, your email address, and password.
2. For each ISSPA10 paper that you want to process, click "Create New Title".
3. Enter identifying text for the paper (title is recommended but not required).
4. Click "Submit PDF for Checking" or "Submit Source Files for Conversion".
5. Indicate platform, source file type (if applicable), click Browse and navigate to file, and click "Upload File". You will receive online and email confirmation of successful upload.
IEEE PDF eXpress can convert the following file types to PDF:
- Rich Text Format
- Freelance
- (La)TeX (DVI and all support files required)*
- PageMaker
- FrameMaker
- QuarkXpress*
- Word Pro
- Microsoft Word
- WordPerfect
*For documents created in formats that do not embed source files, include all support files with the final manuscript in a folder. Put this folder 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.
IMPORTANT: A DVI (DeVice Independent file) is required for LaTeX conversions, in addition to all associated image files. Make sure that your LaTeX system can output a DVI, otherwise it cannot be converted. Be sure also to check that your images are properly referenced, and that DVI can handle the image file types used (DVI does not handle some newer image types, such as *.png).
6. 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. Take one of the following actions:
If the PDF submitted fails the PDF check:
a. Submit your source file for conversion by clicking Try again, then Submit Source Files for Conversion OR
b. Read the PDF Check report, then click "The PDF Check Report" in the sidebar to get information on possible solutions OR
c. Click "Request Technical Help" through your account.
If you are not satisfied with the IEEE PDF eXpress-converted PDF:
a. Resubmit your source file with corrections by clicking Try again, then Submit Source Files for Conversion OR
b. Submit a PDF by clicking Try again, then Submit PDF for Checking OR
c. Click "Request a Manual Conversion" through your account.
If the PDF submitted passes the PDF Check, or you are satisfied with your IEEE PDF eXpress- converted PDF:
a. Submit your IEEE Xplore-compatible PDF(s) according to the ISSPA10 online final paper submission guidelines below.
Note: Uploading a paper to IEEE PDF eXpress is NOT the same as submitting the final paper for publication. You will still need to submit the checked PDF of your final paper through online paper submission. Please refer to the ISSPA10 online final paper submission guidelines below
Step 6: Submit final paper electronically.
Final Paper Submission: You are required to submit the IEEE Xplore-compliant PDF file of your final paper by the "submission of final version of paper" deadline. NO EXTENSIONS WILL BE GRANTED BEYOND THE DEADLINE. Failure to meet the deadline will result in an automatic withdrawal of your paper for presentation and publication.
Please follow the steps below to submit your final paper electronically:
1. Go to the on-line submission system, "paper submission" and log-in using your account (this should be the same account you have used to submit the initial paper proposal).
Final Paper Inspection: Similar to the proposal submission, your final document will be checked to ensure that it meets all formatting and compatibility requirements to be included in a visually pleasing and IEEE Xplore-compliant proceedings. If we encounter errors in the appearance or compatibility of your document file, you will be contacted by email.
Step 7: Submit copyright form electronically.
Copyright Form: Every ISSPA10 paper accepted for presentation and publication MUST have attached to it an IEEE Copyright transfer form. You are required to submit the IEEE Copyright transfer form by the "submission of final version of paper" deadline. NO EXTENSIONS WILL BE GRANTED BEYOND THE DEADLINE. Failure to submit the IEEE Copyright transfer form by the deadline will result in an automatic withdrawal of your paper for presentation and publication.
Please follow the steps below to submit your IEEE Copyright transfer form electronically:
Please download the Copyright Form (Word file or PDF) and fill out the form. You could submit it via EDAS conference manager, by clicking the icon for copyright submission.
Copyright Issues for Web Publication: If you plan to publish a copy of an accepted paper on the Internet by any means, you MUST display the following IEEE copyright notice on the first page that displays IEEE published (and copyrighted) material:
If you post an electronic version of an accepted paper, you must provide the IEEE with the electronic address (URL, FTP address, etc.) of the posting.
Step 8: Register for the conference.
Author Registration: The final version of your accepted paper will appear in the conference proceedings provided that at least one of the authors registers, with payment, at the full author-rate. This must be carried out on or before the "author registration" deadline. Registration fees and Instructions for registration are available under the Registration section.
Step 9: Prepare a lecture or poster presentation.
Instructions for preparing presentations are available under the Presenter Kit section.
Contact
Please make sure that you put the conference name (ISSPA10) and the paper number, assigned by the on-line submission system, on all correspondence. Additional inquiries regarding submission of papers should be directed to:
ISSPA10 Conference Secretariat