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Paper Guidelines - Instructions IEEE Publication

General Information:

In order to sumbit your paper for IEEE publication, it is mandatory to prepare an IEEE Xplore compliant version of your final papers following the IEEE PDF instructions.

All papers have to be received electronically in .pdf format and must be compliant with IEEE Xplore. Please note that the organiser will check that for every paper:

  • at least one author has registered to the conference before the paper is included in the conference proceedings 
  • the pdf file is IEEE Xplore compliant;
  • authors have submitted the IEEE copyright form

The deadline for submitting final papers compliant with the above format is 22 October 2018 by midnight GMT.

Paper Templates & Requirements

NAVITEC authors have been asked to submit a paper, conform the IEEE Paper Format/Template. 

Paper Format/Template
Templates for Microsoft Word and LaTeX are available here
  • It is best to start writing your paper by entering the text into the template, to make sure that all formatting is correct.
  • The information on page layout and formatting can be found in the templates.
As a reminder, Paper Requirements:
  • The Conference Proceedings and electronic copy on IEEE Xplore will be in colour, but many readers print and use the papers in black and white (b&w) only. So, please check your final manuscript for legibility in both black and white and colour representations.
  • Do not include headers, footers or page numbers.
  • Please note that no additional content editing will be performed.

Step 1: Paper publication: IEEE Compliance 
Please follow the instructions below carefully to ensure that your uploaded Final Paper is compatible with IEEE Xplore formatting requirements: 

NAVITEC 2018 authors have access to PDF eXpress for the conversion of papers into PDF files, please use the following conference ID: 45235X 

The online submission site will check the submitted files for compliance and will reject non-compliant files. Failure to comply will prevent proper publication or accreditation of your work.

Paper file preparation

  • Before creating a PDF, add the copyright notice to the bottom of the first page of your source document* 
  • Embed all figures and captions within the text.  
  • Ensure legibility; simplify all figures and tables and maintain uniformity of style throughout.  
  • Prepare your manuscript in any file format acceptable to PDF eXpress, e.g. in MSWord.  
  • Authors must use IEEE PDF eXpress service to prepare and validate the camera ready paper, please use the following conference ID: 45235X  
  • Go to the PDF eXpress site, click on the link “New Users-Click Here” and fill in your information. You will need the Conference ID  
  • Then, login using your email address, password and conference ID and deliver your file for conversion into pdf format (or have your existing pdf file checked). The pdf version of paper will be automatically sent to the email address that has been provided.  
  • If required, incorporate the requested changes, resubmit to PDF eXpress. 
  • An Online confirmation will be displayed and an email confirmation will be sent verifying 
  • your account setup 
  • Check both colour and black and white representations of the final certified file. 
  • Maximum Final Manuscript length is 8th pages with .pdf file size less than 1.25 Mbyte.
  • Your paper must be named as follows: IEEE express number_Last name (e.g. NUMBER_SMITH)

* The appropriate copyright clearance code notice is to appear on the bottom of the first page of each paper according to the guidelines set forth in the Cataloging/Copyright Instructions for an IEEE Conference Proceeding. Detailed instructions can be found below and at: https://www.ieee.org/publications/rights/index.html

  • 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: 978-1-5386-7125-2/18/$31.00 ©2018 Crown 
  • For papers in which all authors are employed by the European Union, the copyright notice is: 978-1-5386-7125-2/18/$31.00 ©2018 European Union 
  • For all other papers the copyright notice is: 978-1-5386-7125-2/18/$31.00 ©2018 IEEE

Step 2: Copyright Forms
All authors must submit a signed IEEE Copyright Form together with their camera ready paper (see instructions below). Authors from IEEE accepted papers will receive an invitation by email to submit an electronic copyright form (eCF).
The copyright form should be named as follows: IEEE express number_C_copyright 
(e.g. NUMBER_C_COPYRIGHT)

Step 3: Paper & Copyright Form Submission
The camera ready paper and copyright form shall be uploaded on to the personal account of the main author; the account as created with the abstract submission. Please be aware that the IEEE paper that you submitted with the abstract submission is visible ont the 'Edit Abstracts' page, and that you should replace this PDF with the final, IEEE Xplore compliant version of your paper.


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