Professional Documents
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Kevin Dresely Sr. Manager, Conference Content Management Pat Thompson Acquisition Administrator, Conference Publication Operations
Topics
Timeline Technical Program Conference Publication Program IEEE Conference Publication Form Letter of Acquisition Whats required for submission Xplore CD Formatting Example Preparing Conference Content for the Xplore Digital Library PDF eXpress IEEE Copyright forms Posting to Xplore Indexing and Abstracting Partners and why are they important Beware of Common Submission Mistakes Submission Problems Lead to IEEE Xplore Content/Platforms/Products Contact Information
TIMELINE
15-12 months before conference start date Develop technical program Establish paper submission process and deadlines 12-9 months before conference start date Submit IEEE Publication form Register for PDF eXpress Register to use the IEEE Electronic Copyright form 4-3 months before conference start date Organize and prepare for production of conference publication Just prior to conference start date Complete production of conference publication 1 week to 30 days after conference end date Submit Xplore compliant files to IEEE
Technical Program
The Technical Program is the heart of an IEEE Conference. It is a series of presentations delivered at the conference covering a range of scientific areas directly related to the technical scope of the conference. These presentations are based upon academic papers selected through the Paper Submission and Review Process conducted by the Technical Program Committee. For more information see, Developing the Final Program at http://www.ieee.org/conferences_events/conferences/organizers /pubs/final_program.html
OBJECTIVE:
Acquire conference content for post-conferences distribution (including Xplore) as well as promote and provide optimal dissemination of IEEE conference content.
Letter of Acquisition
Upon the receipt of the IEEE Conference Publication Form, the IEEE Conference Publication Operations staff will issue a Letter of Acquisition (LoA) with information required for producing your conference content. The LoA is a formal agreement between your conference and IEEE.
Letter of Acquisition-continued
The following information will be provided to you in the LoA. Titling information Submissions Required Catalog Numbers Copyright Information Shipping Instructions Additional Resources
Please adhere to all requirements outlined in your Letter of Acquisition. Non adherence will delay the availability of your conference proceedings in Xplore and the indexing of your papers.
You must provide three (3) identical sets of IEEE Xplorecompliant PDF files plus a packing list for all of your conference material, no later than 30 days after conference end date. This material must include all PDF files associated with the publication (covers, front matter, table of contents, technical papers, etc). If the files do not appear on the packing list, they will not be uploaded to IEEE Xplore. We may also request additional copies of the materials you provided to your attendees/delegates, for administrative purposes.
Three Ways To Prepare Your Submission: 1. Preparation by IEEE IEEE eXpress Conference Publishing and Conference Publishing Services (CPS), a division of IEEE Computer Society both offer fee-based publishing services including preparation of PDFs for the IEEE Xplore Digital Library.
PDF eXpress
Complimentary tool to
Help your authors convert a wide range of application formats to IEEE Xplore-compliant PDFs Check author created PDFs and report whether or not they are IEEE Xplore-compliant Provide assistance to correct problems with PDFs Ensure timely posting of your conference content to IEEE Xplore See the Timeline for when to register for a PDF eXpress site
http://www.ieee.org/conferences_events/conferences/publishing/pdf express.html
Posting to Xplore
The 2009 average for receipt of conference content to Xplore posting is 15 days. Timeliness of your content delivery affects
Number of times your authors are cited How often your content is downloaded from Xplore How quickly printed proceedings are delivered to waiting libraries How quickly information gets to 90+ Abstract & Indexing organizations
Xplore compliant files not submitted Packing list not included or incorrect # of files on Xplore CD do not match Packing List Some unique identifiers assigned incorrectly Authors name cited incorrectly or misspelled All media should be submitted together
Posting delays, both to Xplore and A&I partners Difficulty in discovering your content in Xplore
IEEE Xplore
IEEE Xplore contains the final versions of the Proceedings from IEEE conferences. Final versions may exclude papers not presented at the conference or papers for which IEEE lacks copyright
It is important to "Get it right the first time Eliminates follow up and reworks Ensures authors accurate presence in Xplore
Content/Platforms/Products
Content Platform Products
IEEE Examples
Xplore
Outside Example
Conference Content
Group e-mail: cps@computer.org IEEE Intellectual Property Rights http://www.ieee.org/web/publications/rights/index.html#cr Group e-mail: pubs-permissions@ieee.org Technical Program Integrity Committee (TPII) Group e-mail: tpii@ieee.org
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QUESTIONS